Our Vision Statement To participate June 8, 2017 - 8:30 a...

To participate in this meeting via conference

call, dial-in number is

(888) 670-3525 & conference

code is 7148104574 #

2300 SW 17th Road, Ocala, FL 34471 352-369-2315 FAX 352-369-2475 www.elc-marion.org

Our Vision Statement

Children and Families in our community will have access to quality early learning programs that nurture their learning potential and prepare them for their educational success.

EXECUTIVE COMMITTEE MEETING AGENDA

June 8, 2017 - 8:30 a.m.

8:30 a.m. Call to Order R. Colen 8:31 a.m. Roll Call B. Montalvo

8:33 a.m. Chair Report 8:36 a.m. Consent Agenda Section 1

ACTION ITEMS Administration 8:40 a.m. Board of Directors Officers for FY 2017 - 2018 Section 2 – R. Fricks 8:44 a.m. Personnel Policies for FY 2017 - 2018 Section 3 – R. Fricks 8:48 a.m. IT Policy for FY 2017 - 2018 Section 4 – R. Fricks/M. Easter 8:52 a.m. Anti-Fraud Plan for FY 2017 - 2018 Section 5 – R. Fricks/L. Sims 8:56 a.m. Sliding Fee Scale for FY 2017-2018 Section 6 – R. Fricks 9:00 a.m. Travel Authorization for FY 2017 – 2018 Section 7 – R. Fricks 9:04 a.m. Board Chair to Obligate with OEL for FY 2017 – 2018 Section 8 – R. Fricks 9:08 a.m. 2017-2018 Budget Section 9 – R. Fricks/D. Johnson 9:12 a.m. Finance Policy Section 10 – R. Fricks/D Johnson 9:16 a.m. Board of Directors Appointment Section 11 – R. Fricks

DISCUSSION ITEMS 9:20 a.m. ELCMC Committee Updates R. Fricks 9:23 a.m. Office Space Rental R. Fricks/M. Easter 9:26 a.m. Compliance Report L. Sims 9:29 a.m. Fiscal Monitoring Report D. Johnson/L. Seiffer 9:32 a.m. CEO Evaluation R. Fricks

INFORMATION ITEMS

Parent Comments for April 2017 and May 2017 - Handout

Notice of Meetings for FY 2017 – 2018

Workforce Development Professional flier

Proclamation Letter

Community Events

CHIEF EXECUTIVE OFFICER’S REPORT

Public Comment

Adjournment

MEETING SCHEDULE for FY 2016 – 2017

Program/VPK Committee 8:30 a.m., Thursday

Success By 6 (SB6) Leadership Council

9:00 a.m., Friday

Executive Committee 8:30 a.m., Tuesday

Board 8:30 a.m., Thursday

6-21-17 6-8-16 6-22-17

ALL meetings will be held at Early Learning Coalition of Marion County, 2300 SW 17th Road, Ocala, FL 34471

In partnership with

http://www.elc-marion.org/

Section

1

Consent Agenda

April 13, 2017 Executive Committee Meeting Minutes

March & April 2017 Financials

Current Events through May 2017 - HANDOUT

Early Learning Coalition of Marion County: Executive Committee

Meeting Minutes

Date/Time: April 13, 2017 at 8:30 AM

Location: Early Learning Coalition of Marion County

Members Present: Kathleen Woodring; Robert Colen; Lisa Seiffer, Lola Gonzalez

Members Absent: Melissa Hancock, Paola Lopez

Staff Present: Roseann Fricks, Chief Executive Officer; DeAnna Johnson, Chief Finance Officer; Anita Winter, Chief

Operations Officer; Elizabeth Deola, Chief Program Officer; LaTrisha Sims, Compliance Director

Agenda Item Summary/Discussion Action

Call to Order Executive Committee meeting was called to order. Anita Winter called roll and a quorum was present.

Robert Colen called the meeting to order at 8:31 AM

Chair Report Robert Colen appointed Kathleen Woodring and Lynne Hough to a second three-year term on the Success By 6 Leadership Council, with a begin date of July 1, 2017. Their current term ends on June 30, 2017 and each are eligible and interested in remaining on the Leadership Council on behalf of the ELCMC.

Consideration of the Consent Agenda

The minutes from March 9, 2017, the February 2017 financial reports, and current events were included in the packet with the consent agenda.

Roseann spoke about the current event report and presented a plan to change the current report. The members were asked to please review and offer suggestions or comments as to the proposed revision.

ACTION ITEM: Kathleen Woodring moved and Lola Gonzalez seconded the motion. The motion carried unanimously.

Board Member Appointment Roseann asked for approval to accept Ryan Lilly, Vice President of Business Creation, Ocala CEP, as the new member to replace Lori Boring. Mr. Lilly’s term would be from April 27, 2017, through April 30, 2021, if approved by the Board of Directors.

ACTION ITEM: Lola Gonzalez moved and Lisa Seiffer seconded the motion. The motion carried unanimously.

SB6 Agreement between ELCMC and UWMC

The final agreement for the Success by 6 program was presented for approval. The agreement has already been approved by the United Way Board of Directors.

ACTION ITEM: Lola Gonzalez moved and Kathleen Woodring seconded the motion. The motion carried unanimously.

Organization Chart Roseann presented the revised organization chart for approval. This chart reflects the removal of the Early Head Start positions that were created in anticipation of receiving the EHS expansion grant.

ACTION ITEM: Lisa Seiffer moved and Kathleen Woodring seconded the motion. The motion carried unanimously.

2016-2017 Budget Amendment 3E

Roseann and DeAnna presented a budget amendment. The revision is based upon the disapproval from OEL to put a temporary provider payment increase in place. Due to this decision, a plan is being put into place to address Health and Safety needs at each of the contracted providers to ensure that they can meet the requirements by DCF, as well as insuring providers have quality materials for the children in their care.

ACTION ITEM: Lola Gonzalez moved and Lisa Seiffer seconded the motion. The motion carried unanimously.

2

Agenda Item Summary/Discussion Action

Program/VPK Committee Update

The following highlights were discussed:

Pinwheels for Prevention event is scheduled for April 22nd at the Citizens Circle

Provider Appreciation is scheduled for May 6, 2017. There will be two training sessions. Lakeshore is sponsoring the breakfast for the morning session and Mojo’s is supplying he meals for the afternoon session.

DISCUSSION

Compliance Report Highlights were discussed with committee members.

DISCUSSION

DOE Letter A letter from the Board Chair from ELC of Southwest Florida to Pam Stewart, Commissioner, Florida Department of Education, requesting another way to determine Kindergarten Readiness rather than use the STAR Early Literacy assessment tool.

Committee members reviewed and discussed and directed Roseann to prepare a similar letter for Board Chair, Robert Colen, to sign on behalf of the ELC.

Chief Finance Officer Report DeAnna shared the preliminary draft report from the 2016-17 fiscal monitoring. The monitors determined that there were three findings. The findings were discussed together with next steps on behalf of the Coalition. DeAnna will keep the members informed.

INFORMATION

Chief Executive Officer’s Report

Roseann shared the following highlights:

Roseann is a member of the Habitat for Humanity Board of Directors.

Roseann is a member of the search committee for an ED for the AELC.

At the April Board meeting we will have Chuck Trout from the Grand Oaks Publix in attendance to receive special recognition for his efforts with the recent SB6 Diaper Drive.

Adjournment Robert Colen adjourned the meeting. The meeting adjourned at 9:37 a.m.

Reported by: DeAnna Johnson, Chief Finance Officer

Approved by: ___________________________________ __________________

Signature Date

NOTE – For additional information on any of the above items, please contact C.E.O., Roseann Fricks at [email protected].

mailto:[email protected]

Financials for June 2017 Budget vs Actual – March 2017 Budget vs Actual – April 2017

New Version for Financial Reports

Budget vs Actual Analysis Analysis of School Readiness Budget Analysis of School Readiness Direct Services School Readiness – Children Served per Month Voluntary Pre-Kindergarten – Children Served per Month

Early Learning Coalition of Marion County, Inc.

Budget vs. Actual

As of March 31, 2017

\\ELC-NAS\company\djohnson\Financial Reports\2016 - 2017\09 - March 2017\FY17 - 09 - Mar 2017Budget to Actual 5/24/2017

Approved Balance

% of Monthly % of Budget (2B) of

Mar-17 budget Budget (1/12) Actual budget Budget

GL Acct. Revenues

Contracts, Grants, and Other Financial Assistance 1,355,034$ 1,299,790$ 10,823,948$ 69.40% 15,597,476.69$ 4,773,528.63$

4001 FOEL: School Readiness 838,348$ 104.74% 800,392$ 6,171,733$ 64.26% 9,604,707.00$ 3,432,974.38$

4001 FOEL: Voluntary Pre-kindergarten 477,581$ 107.42% 444,579$ 4,315,647$ 80.89% 5,334,948.00$ 1,019,300.64$

4001 FOEL: Outreach & Awareness 4,971$ 386.99% 1,285$ 15,440$ 100.16% 15,415.00$ (25.00)$

4001 FOEL: Performance Funding Project 15,977$ 79.23% 20,167$ 75,952$ 31.39% 242,000.00$ 166,047.76$

4010 Match: Marion County 8,333$ 80.00% 10,417$ 100,000$ 80.00% 125,000.00$ 25,000.01$

4020 Match: Kids Central -$ #DIV/0! -$ -$ #DIV/0! -$ -$

4020 Match: United Way 8,333$ 100.00% 8,333$ 75,000$ 75.00% 100,000.00$ 25,000.03$

4020 Match: Uncommitted 253$ 4.06% 6,250$ 3,000$ 4.00% 75,000.00$ 72,000.00$

4020 Grants: Marion County Parent Fee -$ 0.00% 1,109$ 13,306.69 100.00% 13,306.69$ -$

4020 Grants: United Way Success by 6 (Cash In-Kind Match) -$ 0.00% 3,233$ 29,100$ 75.00% 38,800.00$ 9,700.00$

4020 Grants: Kiwanis (SB6) (Cash In-Kind Match) -$ 0.00% 692$ 8,300$ 100.00% 8,300.00$ -$

4020 Grants: School Board of Marion County (YPP) 1,137$ 272.82% 417$ 6,344$ 126.88% 5,000.00$ (1,344.19)$

4020 Grants: Early Learning Florida Lastinger Center -$ 0.00% 2,750$ 9,625$ 29.17% 33,000.00$ 23,375.00$

4050 Gifts, Donations, and Pledges 100$ 60.00% 167$ 500$ 25.00% 2,000.00$ 1,500.00$

Investment Earnings -$ -$ -$ -$ -$

Other Miscellaneous Revenue 1,992$ 117.70% 1,693$ 12,775$ 62.89% 20,314.16$ 7,539.05$

Total Revenues 1,357,027$ 104.27% 1,301,483$ 10,836,723$ 69.39% 15,617,790.85$ 4,781,067.68$

Expenditures

Employer Provided Salaries and Benefits 120,235$ 108.71% 110,606$ 938,015$ 70.67% 1,327,276.28$ 389,260.86$

Staff Development 553$ 57.70% 958$ 6,959$ 60.51% 11,500.00$ 4,541.00$

Professional Services 10,922$ 121.38% 8,998$ 86,371$ 79.99% 107,981.00$ 21,610.20$

Direct Services - Child Care 1,187,398$ 106.59% 1,113,981$ 9,452,804$ 70.71% 13,367,771.74$ 3,914,967.48$

Occupancy 5,917$ 160.32% 3,691$ 34,361$ 77.58% 44,289.00$ 9,928.00$

Postage, Freight, and Delivery 198$ 59.11% 335$ 1,860$ 46.21% 4,025.00$ 2,164.91$

Equipment Leases 502$ 84.45% 595$ 5,031$ 70.52% 7,134.00$ 2,102.96$

Supplies 1,210$ 68.48% 1,767$ 13,662$ 64.44% 21,200.00$ 7,538.35$

Communications 593$ 70.02% 847$ 7,351$ 72.34% 10,162.00$ 2,810.92$

Insurance 329$ 16.59% 1,981$ 22,055$ 92.77% 23,773.50$ 1,718.47$

Tangible Personal Property -$ 0.00% 3,795$ 21,088$ 46.31% 45,536.00$ 24,448.46$

Quality Initiatives 5,635$ 16,596$ 99,567$ #DIV/0! 199,147.70 506,558.04$

7401 Quality and Classroom Material 1,598$ 15.34% 10,414$ 25,027$ 20.03% 124,970.00$ 99,943.02$

7405 Training Material 212$ 6.88% 3,075$ 27,736$ 75.17% 36,900.00$ 9,163.61$

7410 Consumer Education & Outreach Material 2,785$ 132.57% 2,101$ 40,199$ 159.44% 25,212.70$ (14,985.97)$

7415 Grants to Providers -$ #DIV/0! -$ -$ #DIV/0! -$ -$

7420 Scholarship & Other Education Opportunities 1,040$ 107.91% 964$ 6,605$ 57.11% 11,565.00$ 4,960.00$

7425 Wage Incentives -$ 0.00% 42$ -$ 0.00% 500.00$ 500.00$

Other OEL Initiatives 14,269$ 22,917$ 71,516$ #DIV/0! 275,005.00$ 203,488.69$

Travel 1,038$ 67.45% 1,540$ 11,299$ 61.16% 18,474.00$ 7,174.57$

Other Expenses 2,989$ 8,336$ 39,627$ 39.62% 100,028.00$ 60,400.67$

7601 Bank fees -$ #DIV/0! -$ 5$ #DIV/0! -$ (5.20)$

7602 Merchant Service Fees (Includes PayPal) 37$ 492.27% 8$ 107$ 118.91% 90.00$ (17.02)$

7603 Interest expense -$ #DIV/0! -$ -$ #DIV/0! -$ -$

7605 Software-Licenses-Support 1,511$ 28.44% 5,312$ 25,864$ 40.57% 63,747.00$ 37,883.34$

7610 Web services 5$ 0.53% 1,022$ 275$ 2.24% 12,260.00$ 11,985.14$

7615 Other employee related expense -$ 0.00% 5$ 3,868$ 6140.08% 63.00$ (3,805.25)$

7616 Background Screening 423$ 905.36% 47$ 773$ 137.95% 560.00$ (212.50)$

7617 Drug Screening (317)$ -384.24% 83$ (115)$ -11.62% 990.00$ 1,105.00$

7620 Membership Dues 450$ 68.64% 656$ 7,510$ 95.46% 7,867.00$ 357.50$

7621 Subscriptions and Publications 12$ 2.77% 430$ 63$ 1.22% 5,156.00$ 5,093.31$

7625 Taxes, licenses and fees -$ 0.00% 25$ 220$ 74.58% 295.00$ 75.00$

9999 In-Kind expenditure 869$ 115.86% 750$ 1,059$ 11.76% 9,000.00$ 7,941.35$

Other Program Expenses (Success by 6) 834.93 2,775.09 25,337.14 76.08% 33,301.11$ 7,963.97

8500 Childcare (Circle of Parent/Parents as Teachers) 570$ 194.87% 293$ 4,065$ 115.81% 3,510.00$ (555.00)$

8510 Infant Safe Sleep -$ 0.00% 400$ 2,513$ 52.35% 4,800.00$ 2,287.28$

8520 Car Seats -$ 0.00% 293$ 2,517$ 71.56% 3,516.55$ 1,000.00$

8530 Special Projects -$ 0.00% 812$ 5,062$ 51.94% 9,744.56$ 4,683.05$

8540 Parent Education Training Material -$ 0.00% 303$ 1,881$ 51.67% 3,640.00$ 1,759.35$

8550 Food Services (Unallowable) 265$ 52.20% 508$ 6,032$ 99.05% 6,090.00$ 57.76$

8551 Parent Incentive (Unallowable) -$ 0.00% 167$ 3,268$ 163.42% 2,000.00$ (1,268.47)$

Depreciation 1,578$ 89.40% 1,766$ 12,105$ 57.13% 21,186.52$ 9,082.02$

Total Expenditures 1,339,932$ 104.80% 1,278,565$ 10,849,008.66 #DIV/0! 15,617,790.85$ 5,175,759.57$

Net Income 17,094$ 22,917$ (12,285)$ -$ (394,691.89)$

Year to DateCurrent Month to Date


Budget vs. Actual

As of April 30, 2017

\\ELC-NAS\company\djohnson\Financial Reports\2016 - 2017\10 - April 2017\FY17 - 10 - Apr 2017Budget to Actual 5/24/2017

Approved Balance

% of Monthly % of Budget (3B) of

Apr-17 budget Budget (1/12) Actual budget Budget

GL Acct. Revenues

Contracts, Grants, and Other Financial Assistance 1,257,919 1,299,790$ 12,081,093$ 77.45% 15,598,501.69$ 3,517,408.23$

4001 FOEL: School Readiness 788,063 98.46% 800,392$ 6,959,795$ 72.46% 9,604,707.00$ 2,644,911.59$

4001 FOEL: Voluntary Pre-kindergarten 430,931 96.93% 444,579$ 4,746,578$ 88.97% 5,334,948.00$ 588,369.59$

4001 FOEL: Outreach & Awareness - 0.00% 1,285$ 15,440$ 100.00% 15,440.00$ -$

4001 FOEL: Performance Funding Project - 0.00% 20,167$ 75,952$ 31.39% 242,000.00$ 166,047.76$

4010 Match: Marion County 8,333 80.00% 10,417$ 108,333$ 86.67% 125,000.00$ 16,666.68$

4020 Match: Kids Central - #DIV/0! -$ -$ #DIV/0! -$ -$

4020 Match: United Way 8,333 100.00% 8,333$ 83,333$ 83.33% 100,000.00$ 16,666.70$

4020 Match: Uncommitted - 0.00% 6,250$ 3,000$ 4.00% 75,000.00$ 72,000.00$

4020 Grants: Marion County Parent Fee - 0.00% 1,109$ 13,306.69 100.00% 13,306.69$ -$

4020 Grants: United Way Success by 6 (Cash In-Kind Match) 9,700 300.00% 3,233$ 38,800$ 100.00% 38,800.00$ -$

4020 Grants: Kiwanis (SB6) (Cash In-Kind Match) - 0.00% 692$ 8,300$ 100.00% 8,300.00$ -$

4020 Grants: School Board of Marion County (YPP) 1,033 247.98% 417$ 6,604$ 110.07% 6,000.00$ (604.09)$

4020 Grants: Early Learning Florida Lastinger Center 11,425 415.45% 2,750$ 21,050$ 63.79% 33,000.00$ 11,950.00$

4050 Gifts, Donations, and Pledges 100 60.00% 167$ 600$ 30.00% 2,000.00$ 1,400.00$

Investment Earnings - -$ -$ -$ -$

Other Miscellaneous Revenue 20 1.18% 1,693$ 12,795$ 60.13% 21,277.69$ 8,482.58$

Total Revenues 1,257,939 96.65% 1,301,483$ 12,093,889$ 77.43% 15,619,779.38$ 3,525,890.81$

1,218,994$

Expenditures

Employer Provided Salaries and Benefits 105,001 94.93% 110,606$ 1,043,017$ 78.56% 1,327,676.28$ 284,659.69$

Staff Development 2,500 260.87% 958$ 9,459$ 82.25% 11,500.00$ 2,041.00$

Professional Services 7,140 79.35% 8,998$ 93,511$ 83.88% 111,481.00$ 17,969.88$

Direct Services - Child Care 1,056,597 94.85% 1,113,981$ 10,509,401$ 82.20% 12,784,975.27$ 2,275,574.03$

Occupancy 3,461 93.76% 3,691$ 37,822$ 83.32% 45,394.00$ 7,572.42$

Postage, Freight, and Delivery 374 111.45% 335$ 2,234$ 55.50% 4,025.00$ 1,791.08$

Equipment Leases 703 118.25% 595$ 5,734$ 80.38% 7,134.00$ 1,399.96$

Supplies 1,441 81.58% 1,767$ 15,103$ 49.04% 30,800.00$ 15,697.12$

Communications 598 70.67% 847$ 7,950$ 78.23% 10,162.00$ 2,212.43$

Insurance 524 26.44% 1,981$ 22,579$ 94.97% 23,773.50$ 1,194.62$

Tangible Personal Property 5,646 148.79% 3,795$ 26,734$ 30.60% 87,366.00$ 60,632.46$

Quality Initiatives 50,210 16,596$ 149,777$ #DIV/0! 720,097.70 953,539.82$

7401 Quality and Classroom Material 47,265 453.85% 10,414$ 72,292$ 11.46% 630,620.00$ 558,328.42$

7405 Training Material - 0.00% 3,075$ 27,736$ 75.17% 36,900.00$ 9,163.61$

7410 Consumer Education & Outreach Material 937 44.57% 2,101$ 41,135$ 101.54% 40,512.70$ (622.47)$

7415 Grants to Providers - #DIV/0! -$ -$ #DIV/0! -$ -$

7420 Scholarship & Other Education Opportunities 2,009 208.46% 964$ 8,614$ 74.48% 11,565.00$ 2,951.00$

7425 Wage Incentives - 0.00% 42$ -$ 0.00% 500.00$ 500.00$

Other OEL Initiatives 11,879 22,917$ 83,395$ 30.33% 275,005.00$ 191,609.63$

Travel 1,640 106.56% 1,540$ 12,940$ 70.04% 18,474.00$ 5,534.13$

Other Expenses 1,013 8,336$ 40,640$ 37.83% 107,428.00$ 66,787.75$

7601 Bank fees - #DIV/0! -$ 5$ #DIV/0! -$ (5.20)$

7602 Merchant Service Fees (Includes PayPal) 1 13.60% 8$ 108$ 77.17% 140.00$ 31.96$

7603 Interest expense - #DIV/0! -$ -$ #DIV/0! -$ -$

7605 Software-Licenses-Support 751 14.14% 5,312$ 26,615$ 39.96% 66,597.00$ 39,982.09$

7610 Web services 7 0.70% 1,022$ 282$ 2.30% 12,260.00$ 11,977.94$

7615 Other employee related expense - 0.00% 5$ 3,868$ 84.77% 4,563.00$ 694.75$

7616 Background Screening - 0.00% 47$ 773$ 91.69% 842.50$ 70.00$

7617 Drug Screening - 0.00% 83$ (115)$ -16.25% 707.50$ 822.50$

7620 Membership Dues 228 34.70% 656$ 7,737$ 98.35% 7,867.00$ 130.00$

7621 Subscriptions and Publications 26 6.04% 430$ 89$ 1.72% 5,156.00$ 5,067.36$

7625 Taxes, licenses and fees - 0.00% 25$ 220$ 74.58% 295.00$ 75.00$

9999 In-Kind expenditure - 0.00% 750$ 1,059$ 11.76% 9,000.00$ 7,941.35$

Other Program Expenses (Success by 6) 1,086 2,775.09 26,422.82 79.35% 33,301.11$ 6,878.29

8500 Childcare (Circle of Parent/Parents as Teachers) 510 174.36% 293$ 4,575$ 130.34% 3,510.00$ (1,065.00)$

8510 Infant Safe Sleep - 0.00% 400$ 2,513$ 52.35% 4,800.00$ 2,287.28$

8520 Car Seats - 0.00% 293$ 2,517$ 71.56% 3,516.55$ 1,000.00$

8530 Special Projects - 0.00% 812$ 5,062$ 51.94% 9,744.56$ 4,683.05$

8540 Parent Education Training Material 120 39.45% 303$ 2,000$ 54.95% 3,640.00$ 1,639.67$

8550 Food Services (Unallowable) 456 89.85% 508$ 6,488$ 106.54% 6,090.00$ (398.24)$

8551 Parent Incentive (Unallowable) - 0.00% 167$ 3,268$ 163.42% 2,000.00$ (1,268.47)$

Depreciation 1,578 89.40% 1,766$ 13,683$ 64.58% 21,186.52$ 7,503.70$

Total Expenditures 1,251,392 97.87% 1,278,565$ 12,100,400.63 77.47% 15,619,779.38$ 3,902,598.01$

Net Income 6,547 22,917$ (6,512)$ -$ (376,707.20)$

Year to DateCurrent Month to Date

For the Fiscal Year Ending June 30, 2017

2016-17 Budget

(3B)

Actual Expenses

as of 4/30/17 % of Year % of Budget Over/Under Variance %

001 SR Direct Child Services 7,336,910.58$ 5,729,307.14 83.33% 78.09% Under -5.24%

002 VPK Direct Child Services 5,129,758.00$ 4,566,224.28 83.33% 89.01% Over 5.68%

003 Other Direct Child Services 318,306.69$ 213,869.82$ 83.33% 67.19% Under -16.14%Enrollment YTD avg served < # of

children budgeted

Adjustment to match needs in final budget

ammendment

004 Salaries and Benefits 1,327,676.28$ 1,043,016.59 83.33% 78.56% Under -4.77%

005 Staff Development 11,500.00$ 9,459.00 83.33% 82.25% Under -1.08%

006 Professional Services 111,481.00$ 93,511.12 83.33% 83.88% Over 0.55%

007 Occupancy 45,394.00$ 37,821.58 83.33% 83.32% Under -0.01%

008 Postage, Freight, and Delivery 4,025.00$ 2,233.92 83.33% 55.50% Under -27.83%Coalition has been utilizing

electronic communication more

009 Equipment Leases 7,134.00$ 5,734.04 83.33% 80.38% Under -2.96%

010 Supplies 30,800.00$ 15,102.88 83.33% 49.04% Under -34.30%

011 Communications 10,162.00$ 7,949.57 83.33% 78.23% Under -5.10%

012 Insurance 23,773.50$ 22,578.88 83.33% 94.97% Over 11.64%All insurance w/ exception of WC

expensed in July

013 Tangible Personal Property 87,366.00$ 26,733.54 83.33% 30.60% Under -52.73% Budgeted for 4th qtr

014 Quality Initiatives 720,097.70$ 149,777.14 83.33% 20.80% Under -62.53% Health & Safety

015 OEL Special Projects 275,005.00$ 83,395.37 83.33% 30.33% Under -53.01%Based upon provider completion

of benchmarks

ELF program complete @ 4/30/17, requires reduction

to actual with final budget ammendment

016 Travel 18,474.00$ 12,939.87 83.33% 70.04% Under -13.29%Cancellation of out-of-state

conferencesLooking for alternative trainings

017 Other Expenses 107,428.00$ 40,640.25 83.33% 37.83% Under -45.50% Budgeted for 4th qtr

018 Success by 6 33,301.11$ 26,422.82 83.33% 79.35% Under -3.99%

019 Depreciation 21,186.52$ 13,682.82 83.33% 64.58% Under -18.75%Depreciation change due to OEL

guidance on HVAC ept

10 TOTAL 15,619,779.38$ 12,100,400.63$ 83.33% 77.47% Under -5.86%

Agency Plan of Action

Year to Date AnalysisCoalition Programs

Budget Line Item Account

NameLine # Variance Analysis Notes

CATEGORY OF SPENDING2016-17

Notice of Award

Actual as of

04/30/17

Current

EarmarkEarmarks/Restrictions

AWARD AMOUNT 9,604,707$ 6,959,795$

DIRECT SERVICES:

School Readiness Slots 7,486,033 5,619,524 80.74% Minimum 78%

CCEP 7,229 7,126 0.10% Maximum $7,229

Contracted Slots 163,693 102,885 1.48% Maximium $163,693

TOTAL DIRECT SERVICE 7,656,955$ 5,729,536$ 82.32%

NON DIRECT SERVICES:

Admin Cost 479,874 303,855 4.37% Maximum 5%

Non Direct Cost 962,396 387,229 5.56%

Quality Cost 383,899 463,279 6.66% Minimum 4%

Infant and Toddler 121,583 75,896 1.09% Minimum $121,583

TOTAL NON DIRECT SERVICES 1,947,752$ 1,230,259$ 17.68% Maximum 22%

ANALYSIS OF SCHOOL READINESS BUDGET


School Readiness Slots81%

CCEP0%

Contracted …

Admin Cost4%

Non Direct Cost6%

Quality Cost7%

Infant and Toddler1%

SCHOOL READINESS EARMARKS AS OF APRIL 30, 2017

CATEGORY Actual as of 04/30/17

DIRECT SERVICES:

Economically Disadvantage 3,057,515

Transitional Child Care 316,198

TANF Assistance 523,400

Protective Services 1,369,537

Gold Seal 352,875

CCEP 6,898

TOTAL DIRECT SERVICES 5,626,422$

ANALYSIS OF SCHOOL READINESS DIRECT SERVICES


Economically Disadvantage

55%

Transitional Child Care6%

TANF Assistance9%

Protective Services24%

Gold Seal6%

CCEP0%

DIRECT SERVICE BY ELIGIBILITY AS OF APRIL 30, 2017

July Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June13-14 Actual 2,925 3,194 3,140 3,258 3,217 3,178 3,292 3,371 3,484 3,534 3,530 3,52714-15 Actual 3,022 3,357 3,167 3,096 3,010 2,938 2,821 2,661 2,573 2,419 2,343 2,35115-16 Actual 1,969 2,047 1,905 1,888 1,838 1,818 1,873 1,913 2,151 2,245 2,286 2,64216-17 Actual 2,204 2,297 2,197 2,213 2,262 2,413 2,475 2,555 2,729 2,681

1,000

1,250

1,500

1,750

2,000

2,250

2,500

2,750

3,000

3,250

3,500

3,750

4,000

# of

Chi

ldre

n Se

rved

School ReadinessChildren Served per Month

July Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June13-14 Actual 175 1986 2151 2136 2062 2098 2101 2066 2034 2034 1550 135814-15 Actual 172 1,836 2,037 2,099 2,062 2,104 2,088 2,058 2,022 1,970 1,459 89915-16 Actual 119 1,949 2,072 2,111 2,073 2,103 2,186 2,157 2,136 2,047 2,177 26516-17 Actual 134 1,863 2,132 2,147 2,149 2,101 2,166 2,139 2,109 1,981

0

250

500

750

1,000

1,250

1,500

1,750

2,000

2,250

2,500

# of

Chi

ldre

n Se

rved

Voluntary PrekindergartenChildren Served per Month

CURRENT EVENTS

Executive Director Report 2016 - 2017

July August September October November December January February March April May June Yr. Total

Customer (Parent/Caregiver) Service

Meetings

School Readiness 509 734 470 324 378 434 327 274 284 341 393 4,468

VPK 135 229 54 49 52 21 44 48 114 77 86 909

Children Served

School Readiness 2,601 2,747 2,716 2,608 2,694 2,819 2,895 2,955 2,965 2,931 3072 31,003

VPK 134 1,893 2,204 2,228 2,222 2,119 2,196 2,157 2,143 2,119 3038 22,453

Incoming Calls 1,832 2,608 1,466 1,219 1,132 1,034 1,185 1,398 1,969 2,662 16,505

Outgoing Calls 2,583 3,264 2,460 2,174 1,976 1,783 2,103 2,151 2,107 2,502 23,103

Voicemails 7,735 12,466 7,177 6,717 5,508 5,258 5,779 4,470 4,748 6,334 66,192

CCR&R Interviews 493 548 401 353 376 352 423 380 417 413 435 4,591

Compliance

Monitoring Visits 2 0 12 43 57 0 31 7 8 10 0 170

Files Monitored

SRS - Parent/Child 8 20 20 7 15 10 20 22 22 20 24 188

SRS - CCP 11 35 0 0 0 0 1 6 0 0 0 53

VPK - Parent/Child 24 24 20 0 20 5 0 0 0 0 0 93

VPK - CCP 4 0 6 8 9 5 6 2 4 5 4 53

Fraud Prevention Referrals (total of 1st, 2nd, 3rd offense) 7 1 7 6 2 0 3 4 1 0 2 33

Finance

Provider Technical Assistance 45 57 55 45 52 60 71 46 90 59 61 641

Provider File Maintenance

VPK - Calendar Changes 15 8 3 7 2 3 1 1 1 0 0 41

VPK - Classroom Creations 40 4 3 4 0 1 0 1 0 1 14 68

VPK - Teacher Updates 20 10 0 9 13 0 11 8 3 5 0 79

VPK - Program Verification Reports 3 0 0 0 0 0 0 1 0 0 3 7

Provider Paybacks or Adjustments

School Readiness 16 15 12 7 3 31 6 15 16

VPK 22 8 6 25 13 14 12 6 22

PFP 7 0 0 0 0 0 0 0 7

Insurance and DCF licenses 10 17 0 35 21 8 26 22 14 153

Reminder Letters 37 29 6 24 38 24 27 35 37

Update Provider File 14 11 0 10 12 19 18 22 14

OEL Workgroup 2 2 2 1 1 0 0 0 0 0 0 8

Quality Initiative Services

Number of SR Child Care Providers 162 149 147 151 151 148 148 152 152 153 155 1,668

Number of VPK Child Care Providers 24 94 95 98 97 95 95 95 95 95 96 979

CCP Technical Assistance 165 240 357 326 238 199 326 245 247 307 486 3,136

Trainings Provided/Attendees 4 / 67 5 / 137 2 / 25 9 / 169 5 / 134 1 / 7 7 / 120 11 / 122 20 / 226 3 / 85 3 / 124 59 / 1094

Child Assessments 0 0 0 0 0 0 70 6 5 10 9 100

Community Awareness

Number of Staff Attended Events^

9 10 13 16 27 33 42 25 29 7 10 221Children's Books, Parent Resources, Etc.

distributed to the Community

(Events/Agencies/Businesses) 888 405 173 1,346 406 320 338 1,496 1,779 1,875 1,205 10,231

ELCMC Website Statistics

Number of Visits 11,436 11,804 8,273 4,313 3,785 3,431 5,567 5,006 6,811 6,654 6,559 73,639

Average Visits Per Day 369 381 274 139 126 110 179 178 212 221 211 2,400

Parent Education

Read Aloud Partners 12 9 5 6 185 204 211 219 224 232 326 1,633

Bucket of Books 0 0 0 0 114 127 137 141 145 152 185 1,001

Pack N Plays distributed 0 15 0 0 11 13 7 14 16 11 14 101

Trainings Conducted 0 0 8 9 9 2 3 1 8 4 4 48

Staff Development

Presentations 2 5 1 5 2 6 1 1 0 0 0 23

Trainings Attended 14 20 18 28 14 9 22 30 29 6 8 198

For specific details on any of the above activities plese contact Beatriz Montalvo at [email protected]

Section

2

Action Sheet

EXECUTIVE COMMITTEE June 8, 2017

SUBJECT: Officers for FY 2017 – 2018

PROPOSED ACTION Approve the following Slate of Officers for FY 2017 – 2018 for the Coalition Board of Directors:

Robert Colen– Chair

Lisa Seiffer – Past Vice Chair

Kathleen Woodring – Vice Chair

Paola Lopez – Treasurer

Doug Day – Secretary

BACKGROUND INFORMATION These Board members have expressed interest in serving as a Coalition officer and understand the commitment required to the Coalition through the current succession plan. To be presented at the Full Board meeting: June 22, 2017 Supporting Documentation Available:

Coalition By-Laws

In partnership with

Action Sheet


SUBJECT: Personnel Policies Revision

PROPOSED ACTION Approve revisions to the Personnel Policies.

BACKGROUND INFORMATION

On June 23, 2016, the Board of Directors unanimously approved the Personnel Policies. Personnel Policies have been revised as indicated in the attached to be effective on July 1, 2017; if approved by the Board of Directors on June 22, 2017. Due to the restructure of the Org Chart, titles with strikethrough have been revised throughout the Personnel Policies. Several policies have been added as suggested by The Krizner Group for implementation, to comply with today’s ever-changing employment laws. The staff is recommending the following changes to the Personnel Policies for FY 2017 – 2018: Page 6 ANNOUNCEMENT OF NEW/VACANT POSITIONS – 3rd paragraph – Added “If no

qualified/interested applicants for a position(s) apply from within the Coalition or from a community partner within three (3) days, the Administrative Services / HR Director will make the decision as to how to advertise the position(s) to the public.” 4th Paragraph – strikethrough “determine” – added “assist the hiring supervisor with the”.

Page 8 COMMUNICATION AND COMPUTER SYSTEMS SECURITY AND USAGE POLICY –

Policy Overview – 1st sentence – added “mobile computing devices” – strikethrough “laptop computers, pagers, mobile phones”.

Confidentiality and Acceptable Systems Usage – 2nd Paragraph, 4th sentence – added “All systems messages are Coalition records.”

Page 9 Software, Personal Disks, and Networking – 5th Paragraph, 1st sentence – added “employment category”.

Page 10 CONFIDENTIALITY OF INFORMATION – 2nd Paragraph, 1st sentence – strikethrough

“the course of”.

In partnership with

CONTAGIOUS ILLNESS – 2nd Paragraph, 1st Sentence – strikethrough “department”. 3rd Paragraph, 2nd sentence – added ”an active”.

Page 15 DRESS CODE – 2nd Paragraph – strikethrough “organization” – added “Coaltion’s”. Page 17 EMPLOYEE BENEFITS – Retirement Fund – 1st sentence – added “all wages earned.”

– Strikethrough “regular wages, excluding overtime, bonuses and pay out of unutilized PLT.”

Page 18 EMPLOYEE BENEFITS – Voluntary Coverages – added “(i.e., Colonial, AFLAC, etc.)”. Page 18 EMPLOYEE BENEFITS - Personal Leave Time (PLT) – Added accrual based upon

anniversary date chart and more specific language for better understanding on the policy. Page 22 EMPLOYEE BENEFITS – Personal Leave Donation – 1st Paragraph – strikethrough “In

the event that” – added “If” – strikethrough “as defined under Sick Leave”. 2nd Paragraph – Added “A “PLT Donation Request” form is available to all staff in the event they need PLT time donated to them. The form can be found on the x: drive in the forms folder. The employee in need of PLT donation will fill out the “PLT Donation Request Form” and email it to the Administrative Services / HR Director for communication with the Chief Executive Officer and approval. Once approved, the Administrative Services / HR Director will communicate with all staff via email, requesting voluntary time donation for “a staff in need”. At the discretion of the employee, the name can and will remain anonymous, in compliance with HIPPA.” Strikethrough “NOTE: Personal leave will only be paid if an approved Leave Request is submitted and approved by the immediate supervisor with the employee’s time sheet via EWS.” Maternity Leave – Strikethrough “Employees on maternity leave are not eligible for paid holidays.” Workers Compensation Insurance – 2nd Paragraph, 2nd sentence – Strikethrough “injury” – added “Form”.

Page 29 INVOLUNTARY SEPARATION – 2nd sentence – Added “as appropriate to their

department”. Page 29 Open Office Environment – Added policy Page 31 PAY TRANSPARENCY – Added policy Page 32 SAFETY – Distracted Driver - EMPLOYMENT REFERENCE PROHIBITION – 1st

Sentence – Strikethrough “The Coalition supplies certain employees with cell phones or other personal data devices, such as iPhones or Androids for business purposes.” 2nd Sentence – Strikethrough “data”, Added “mobile computing”. 3rd Paragraph - Strikethrough “data”, Added “mobile computing”.

To be presented at Board Meeting: June 22, 2017 Supporting Documentation Included:

Draft Personnel Policies

June 3, 2016

EARLY LEARNING COALITION

OF MARION COUNTY, INC.

PERSONNEL POLICIES

Effective: July 1, 2017

Adopted by Board of Directors:

Robert Colen June 3, 2016 revised and approved by Board on June 23, 2016

Chairman Date

In partnership with

Personnel Policies (7/1/17) 2

In partnership with

TABLE OF CONTENTS

Page

Personnel Policies

General Statements …………………………………………………………………. 4

Abuse Reporting ………………………………………………………………… 5

Affirmative Action / Equal Employment Opportunity / Non-Discrimination

Statements …………………………………………………………………………. 5

Announcement of New/Vacant Positions …………………………………………. 6

Resume Retention

Background Screening During Employment ………………………………………... 6

Communication and Computer Systems Security and Usage ………………………… 8

Confidentiality of Information …………………………………………………. 9

Conflicts of Interest …………………………………………………………………. 10

Outside Business Interest

Outside Employment

Gifts, Gratuities

Financial Interest

Contagious Illness …………………………………………………………………… 11

Cyber Communication and Social Media Use by Employees ………………………. 11

Dating and Fraternization …………………………………………………………… 13

Discipline and Termination ………………………………………………………… 13

Dress Code …………………………………………………………………………. 14

Drug Free Workplace ...……...………………………………….……………………. 15

Employee Benefits ………………………………………………………………… 16

Medical Insurance

COBRA

Life Insurance

Dental Insurance

Short Term Disability Insurance

Long Term Disability Insurance

Retirement Fund

Voluntary Coverages

Personal Leave Time

Holidays

Personal Leave Time Donation

Leaves of Absence

o Jury Duty/Subpoenaed Leave

o Maternity Leave

o Bereavement Leave

o Military Duty Leave


In partnership with

o Voting Leave

o Workers Compensation Insurance

Employment Reference Prohibition ………………………………………….….… 23

Ethics ……………….…………………………………………………………….…. 23

Gift Reporting ……………………………………………………………………… 26

Grievance ……………………...…………………………………………………. 27

Harassment ……………………………………………………………………….... 27

Americans with Disabilities Act

Incident Reporting ………………………………………………………………. 28

Involuntary Separation ……………………………………………………………. 28

Nepotism …………………………………………………………………………. . 28

Open Office Environment ………………………………………………………….. 29

Pay Transparency …………………………………………………………………… 31

Payroll Deductions ………………………………………………………………. 29

Performance Evaluations ………………………………………………………. 29

Chief Executive Officer Evaluation Process

Evaluation Process for Grant Funded Positions

Personnel Information and Privacy ………………………………………. 30

Religious Expression ………………………………………………………………. 30

Resignation ………………………………………………………………………… 30

Safety ………….…………………………………………………………………... 30

Cell Phone Usage

Tattoo ……...………………………………………………………………………. 31

Violence in the Workplace ………………………………………………………. 32

Whistle-Blower ……………………………………………………………………. 33


In partnership with

PERSONNEL POLICIES

EARLY LEARNING COALITION OF MARION COUNTY, INC.

GENERAL STATEMENTS

Early Learning Coalition of Marion County, Inc. hereinafter sometimes referred to as the Coalition is an equal

opportunity employer. Early Learning Coalition of Marion County, Inc. certifies compliance with applicable

Federal Labor laws, including non-discrimination by reason of race, color, sex, creed, religion, national origin,

handicap, political opinions or affiliation, age (except as provided by law), marital status, relating to

recruitment, retention, examination, appointment, training, promotion, demotion, compensation, discipline,

separation or any other employment practice, pursuant to Title VII of the Civil Rights Act of 1964 as amended

by The Civil Rights Act of 1991 and Lily Ledbetter Fair Pay Act of 2009.

The Board of Directors of the Early Learning Coalition of Marion County is responsible for setting the policies

of this Organization. The Board employs the Chief Executive Officer, to whom it delegates responsibility for

the day-to-day administration of the Organization, including decisions concerning the hiring, firing and

disciplining of employees. Employees of Early Learning Coalition of Marion County have the right to appeal

decisions made by the Chief Executive Officer as provided in this manual.

No policy or provision in this manual is intended to create a contract binding the employee or employer to an

agreement of employment for a specific period of time. Employment may be terminated by either the employee

or employer at any time, for any reason, with or without notice. No representative or agent of the employer,

other than the Chief Executive Officer, for positions approved by the Board of Directors may authorize or sign

an employment agreement contrary to the above terms or otherwise make any binding offer of employment

for a specific term.

Media contact regarding business of Early Learning Coalition of Marion County by an employee, other than

the Chief Executive Officer, is prohibited, unless authorized by the Chief Executive Officer or Board Chair.

Early Learning Coalition of Marion County reserves the right to add, change, modify or eliminate policies and

procedures contained in this manual, as it deems necessary.


In partnership with

ABUSE REPORTING

POLICY

All staff members at the Coalition are obligated under Florida law (F.S. 415 and Chapters 39 and 984) to report

any information regarding physical abuse, sexual abuse, emotional abuse, neglect, exploitation abuse of a

child, disabled adult, or aged person to the State Abuse Registry immediately. The Abuse Registry toll free

telephone number is: 1-800-96-ABUSE.

AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY / NON-DISCRIMINATION

STATEMENTS

POLICY

The Coalition is committed to providing equal employment opportunity to all persons without regard to race,

color, sex, creed, religion, national origin, disability, pregnancy, military status, political opinions or affiliation,

age (except as provided by law), marital status, citizenship status, or veteran status, except where required or

permitted by law. The Coalition is committed to equal opportunity for all applicants and employees in

personnel matters including recruitment and hiring, benefits, training, promotion, transfer and layoff or

termination. We strive for a staff that reflects diversity. The Coalition complies with Federal and State equal

employment opportunity laws and strives to keep the workplace free from all forms of harassment.

It is our policy to comply with the salary basis requirements of all existing wage laws. Therefore, we prohibit

all Coalition leadership from making any improper deductions from employees. If an employee believes that

an improper deduction has been made to his/her salary, the employee should immediately report this

information to the direct supervisor Administrative Services / HR Director. Reports of improper deductions

will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will

be promptly reimbursed for any improper deduction made.

We will attempt to achieve and maintain a diverse work force. These steps may include but are not limited to,

the following:

1. Ensuring that the Coalition policy regarding equal employment opportunity is communicated to all

employees.

2. Ensuring that hiring, promotion and salary administration practices are fair and consistent with the

policy of the Coalition.

3. Employing only United States citizens and legal resident aliens who are authorized to work in the

United States and does not unlawfully discriminate on the basis of citizenship or national origin.

4. Making reasonable accommodations for qualified individuals with known disabilities unless doing so

would result in an undue hardship in the Coalition carrying out its responsibilities.


In partnership with

Our culture seeks to be inclusive and permit all employees to participate in any and all social gatherings that

occur within the workplace. Events such as birthday parties, retirement celebrations, and other like events

represent opportunities to fellowship and further develop the culture of the Coalition.

Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to

bring these issues to the attention of the Chief Executive Officer. Any reported violations of this policy will

be investigated as confidentially as possible. Employees may raise concerns and make reports without fear of

reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary

action, up to and including termination of employment.

ANNOUNCEMENT OF NEW/VACANT POSITIONS

POLICY

The Coalition will announce all new/vacant full-time positions for three (3) days within the Coalition and

partners as determined appropriate by the Chief Executive Officer prior to any outside recruitment.

All present employees are encouraged to review the requirements for each position and apply for those

positions in which they are interested and qualified.

If no qualified/interested applicants for a position(s) apply from within the Coalition or from a community

partner within three (3) days, the Administrative Services / HR Director will make the decision as to how to

advertise the position(s) to the public.

The Chief Executive Officer Administrative Services / HR Director will determine assist the hiring supervisor

with the appropriate procedures for moving forward with filling the vacancy(ies), as best meets the needs of

the Coalition.

RESUME RETENTION

POLICY

All resumes received for solicited or unsolicited job openings will be kept on file by the Coalition in an active

file for a period of one (1) year from the date they are received by the Coalition. Pursuant to Chapter 119,

Florida Statutes, resumes are subject to public review; therefore, job candidates shall be notified that their

applications/resumes are public record.

Additional information on Records Management may be found in the Coalition’s Fiscal Policies and

Procedures manual.

BACKGROUND SCREENING DURING EMPLOYMENT

POLICY

The Coalition must be able to employ individuals that are trustworthy and able to properly interact with key

organizational partners. Employees agree, by signing the acknowledgment provisions verifying agreement


In partnership with

to this handbook, that the Coalition may conduct occasional criminal, employment, driving and educational

backgrounds on employees as it deems necessary to conduct its operation in a legal manner. The Coalition

reserves the right to take any and all action it deems necessary to act upon the results of such ongoing

screening.

The Coalition shall register with the Florida Department of Law Enforcement (FDLE). All employees that

work with the Coalition will be screened in a manner consistent with s.943.0542, F.S. The Coalition shall

obtain the following documentation for new employees prior to their first day of employment. For monitoring

and audit purposes, the Coalition shall maintain on file verification of all ELCMC personnel and any sub-

recipient or contractor’s personnel, if applicable, and unless excluded as described below, assigned to work

for the Coalition-

• Documentation the individual complies with the background screening standards set forth in s.435.04, F.S.

• The highest level of education claimed, if the position requires.

• All applicable professional licenses claimed, if the position requires

• Applicable employment history, if the position requires.

• To be in compliance, employee background screenings must be from no earlier than five (5) years before

the individual’s effective date.

• The Coalition shall update the background screening every five (5) years before the anniversary date of

the prior background screening check and thereafter if the individual continues working for the Coalition.

• The Coalition shall repeat the background screening if there is a ninety (90) day lapse in employment from

work. The Coalition will rescreen the individual before reassigning the individual for employment.

• The Coalition shall arrange for and pay all the costs for background screenings.

• The Coalition shall require each employee it assigns to notify the Coalition within ten (10) days of being

arrested for any criminal offense.

• The Coalition shall review the alleged offense, determine if the offense is one that would exclude the

employee under a Level 2 screening and, if so, remove the employee from work.

• The Coalition shall not allow the employee to return to work until the employee has been cleared of all

charges.

• The Coalition board members and volunteers who interact with children on an intermittent basis for less

than ten (10) hours per month are not required to be background screened as long as the person who meets

the background screening requirements of the agreement has the board member or volunteer in his or her

line of sight during any interaction with children.

• Require each employee it assigns to contract with the Coalition to notify the Coalition within 10 days of

being arrested for a criminal offense.

• Review the alleged offense to determine if the offense is one that would exclude the employee under a

Level 2 screening and, if so, remove the employee from work on the contract.

• Not permit the employee to return to work on the contract until cleared of all charges.

Any sub-recipient, contractor or subcontractor who does not meet the definition of “Qualified Entity” but who

will perform duties under contract with the Coalition and who is permitted access to a child care location while

children are present, or who will have access to confidential information about the children in care or their

family, shall comply with all of the above.


In partnership with

Any contractor or subcontractor who does not meet the definition of “Qualified Entity” and will perform duties

under the contract with the Coalition will have absolutely no interaction with nor be present around a child in

care nor will they have access to any confidential information about either a child in care or his family is not

required to submit its employees to a background screening.

COMMUNICATION AND COMPUTER SYSTEMS SECURITY AND USAGE

POLICY

I. Policy Overview

This policy contains guidelines for the use, access, and disclosure of communications (including, among other

things, telephone, mail, e-mail, voice mail, desk and mobile computing devices laptop computers, pagers,

mobile phones, faxes or facsimiles, internet, and intranet) sent or received by employees using any Coalition

provided Communication or Computer Systems (“Systems”). The Coalition reserves the right to limit or

prohibit employee use of electronic communications when necessary to ensure organizational production or to

discipline employees for performance related reasons.

II. Confidentiality and Acceptable Systems Usage

The Coalition’s Systems are intended for Coalition business only. All information transmitted or stored in

Coalition Systems (e.g., customer lists, documents relating to policies and procedures) is the sole and exclusive

property of the Coalition. Such information may not be disclosed to any person outside of the Coalition nor

may any such information be removed from our premises without the express permission of the Chief

Executive Officer. Employees are strictly prohibited from accessing, reading and copying data or information

stored in the Systems and from accessing, reading and copying communications not directed to them without

prior authorization.

The Coalition may monitor employee use of computers and email for any and all legitimate management

purposes. Such purposes include the assurance of employee production, the prevention of illegal harassment

and other unethical behaviors, and all other reasons necessary to best ensure that the mission of the Coalition

is met. Employees should not expect any privacy when using Coalition computers or email. All systems

messages are Coalition records. The contents of the Coalition systems may be disclosed to the Coalition

without your permission. Therefore, employees should not assume that messages and communications are

confidential.

III. Personal Use of the Coalition’s Communication and Computer Systems

A. General Usage

Because personal communications can be accessed without prior notice, employees should not use

Coalition Systems to transmit any messages, or to access any information, which they would not want a third

party to see. Although incidental and occasional personal use of the Systems is permitted, any such personal

use will be treated the same as all other communications under this Policy. However, employees are at all


In partnership with

times strictly prohibited from accessing or downloading information from the Internet for personal use.

B. Telephone Usage

The Telephone Systems (including voice mail) at the Coalition are the property of the Coalition and

are provided for business purposes. The Coalition may periodically monitor the usage of the telephone systems

to ensure compliance with this policy. Therefore, employees should not consider their conversations on the

Coalition’s telephone systems to be private.

C. Personal Mail

All mail which is delivered to the Coalition is presumed to be related to Coalition business. Mail sent

to an employee at the Coalition will be opened by the office and routed to the employee’s department. If

employees do not wish to have your correspondence handled in this manner, it should be delivered to your

home.

IV. Software, Personal Disks, and Networking

Computer software, whether purchased, developed, or modified by the Coalition, may not be downloaded,

copied, reproduced, altered or appropriated by employees without prior Coalition authorization. Any such

computer software is the property of the Coalition and may not be copied or appropriated by employees for

personal use during employment with the Coalition or upon separation. Employees should be aware that the

illegal duplication of computer software may result in the filing of criminal copyright charges by the owners

of the copyrights; copyright infringement is punishable by fines and/or imprisonment.

The Coalition does not condone the use of “bootleg” or “pirate” software on its computer system. The use of

such software is grounds for discipline, up to and including immediate termination. Any employee who

becomes aware of the presence of any “bootleg” or “pirate” software on the Coalition’s computer system

should notify a supervisor immediately.

The use of personal media devices or software in the Coalition’s computer system without prior authorization

is strictly prohibited. Employees are further prohibited from accessing the Coalition’s Systems from remote

locations via modem and from connecting Coalition Systems to outside systems via modem without prior

authorization.

The IT Security Group will function as the responsible staff member for information technology and

management of the Coalition computer network, as well as hardware and software issues. The IT Security

Group will act as the point of contact with the Coalition’s independent contractor and supplier of technology

products.

Depending on an employee’s position, employment category, workload, travel requirements or other

determining factors, remote access to email and computer network files will be determined by the Chief

Executive Officer. Affected staff members will be trained on those procedures as appropriate.

The Coalition utilizes a vendor for server colocation and information technology (IT) services.


In partnership with

CONFIDENTIALITY OF INFORMATION

POLICY

To protect the rights of the employees, clients and volunteers/interns by complying with Florida Statutes, with

respect to confidentiality of records.

All information compiled during the course of Coalition business including, but not limited to, data entered

into databases or during monitoring, shall be confidential and shall not be disclosed except to the following

persons, officials and agencies in the performance of their official duties:

Employees/agents of the Department of Children & Families

Law enforcement agencies

Office of the State Attorney

Authorized personnel of the court

Parents/Caregivers

Others as determined appropriate by the Chief Executive Officer in compliance with Florida

Statutes or other regulations

No information is to be disclosed without the prior knowledge and approval of the Chief Executive Officer.

In addition, files from the Coalition may not be removed from the office without the prior knowledge and

consent of the Chief Executive Officer.

Violation of this policy will result in disciplinary action and/or termination of employment.

CONFLICTS OF INTEREST

POLICY

Employees, board members, volunteers/interns and agents must conduct business within the guidelines that

prohibit actual, potential, or the appearance of a conflict of interest.

An actual, potential or the appearance of conflict of interest occurs when an employee, board members,

volunteers/interns and agents is in a position to influence a decision that may result in personal gain for that

employee or a relative as a result of the Coalition’s business dealings. A relative is defined as any person who

is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are

related by blood or marriage.

It is imperative that the employee, board members, volunteers/interns and agents disclose to the Chief

Executive Officer, as soon as possible, the existence of any actual or potential conflict of interest so that

safeguards can be established to protect all parties. A Form 4A must be completed and filed with OEL if there

is a potential conflict of interest. The following are not all inclusive:


In partnership with

Outside Business Interest: Employees may have outside business interests and outside employment so long

as these do not interfere with job performance. Employees may not benefit from outside employment or

business interests that directly result from affiliation with the Coalition.

Outside Employment: No employee of the Coalition shall, during non-working hours, be engaged in any

employment that is inconsistent or in legal, moral or technical conflict with Coalition duties.

Gifts and Gratuities: Employees are prohibited from accepting gifts, gratuities, free trips, personal property,

or other items of value not to exceed $25.00 from an outside person. Board members, volunteers/interns and

agents cannot accept gifts, gratuities, free trips, and/or personal property as a result of Coalition’s business

dealings. Items with mere sentimental or honorary value are not prohibited. Employees may not request any

gift or gratuity of any kind from a customer or supplier. Refer to our Gift Reporting Policy set forth in detail

herein.

Financial Interest: Employees, board members, volunteers/interns and agents are prohibited from having

any direct or indirect financial interest in the assets, leases, or business transactions of the Coalition.

CONTAGIOUS ILLNESS

POLICY

The Coalition owes an obligation to the entire workforce to prohibit employees who have a serious infectious

condition, illness, or injury from working until such time that an infected employee is able to produce written

verification from licensed physician that the condition is no longer contagious. The Coalition shall work with

immense diligence to protect the private health information of the infected employee; however, all employees

must also recognize the need to alert other employees of infectious conditions that may have impacted others,

particularly those with sensitive medical conditions including pregnancy, immune deficiency conditions, etc.

Records of employee medical examinations shall be kept in a separate confidential file.

Employees with contagious conditions that may pose health risks to others agree that they will report such

conditions to the Human Resources department for appropriate guidance and management immediately upon

learning of the condition. An employee who reports for duty with a suspected infectious condition shall be

sent home and referred to their personal physician for further evaluation. Following the medical evaluation,

the employee may return to work with a physician’s statement that indicates the employee is free of an

infectious condition.

When reporting for duty after recovering from an infectious condition, the employee shall present the

physician’s statement to Human Resources that states the employee is free of the infectious condition before

being allowed to return to work. No employee shall return to work who has a temperature elevation, draining

skin lesions, a communicable rash, or an active communicable disease. Such employees may pose a direct

threat to the health and safety of the other employees and our customers.


In partnership with

CYBER COMMUNICATION & SOCIAL MEDIA USE BY EMPLOYEES

POLICY

We recognize that employees will use social media and other cyber communications as a growing way to

connect with others. As an initial point, the same principles and guidelines that apply to your activities as an

employee in general, as found throughout our Policies and Procedures and your job description, apply to your

activities online. This includes any form of electronic communication, including but not limited to online

publishing and discussion, including blogs, wikis, file sharing, user-generated video and audio, virtual worlds,

LinkedIn and social networks whether or not associated or affiliated with our Coalition. The Coalition trusts

and expects employees to exercise personal responsibility whenever they participate in social media. This

includes not violating the trust of those with whom they are engaging. We expect that employees utilizing

social media will recognize and follow the guidelines included within this policy. You are solely responsible

for what you post online. Any of your conduct that adversely affects members, customers, clients, suppliers,

employees or our business interest will result in disciplinary action, up to and including termination. By

signing the acknowledgement to this Handbook, employees agree to allow the Coalition to utilize their image

on its Coalition website, social media, printed material, and other public relations and advertising efforts both

during and after employees’ tenure with the Coalition.

Please abide by the following expectations:

1. Respect all confidential and proprietary information that you possess as a result of your relationship

with the Coalition. Secure written permission to publish or report on conversations that are meant to be

private or internal to the Coalition. Examples of confidential information include, but are not limited

to, client information, confidential academic information, proprietary data, development of systems,

products, processes and/or technology, internal policies and memorandums, and all proposed and

executed Coalition strategies. Do not post internal reports, policies, procedures, or other internal

business-related communications.

2. When posting about your work at the Coalition, use your real name, identify that you work for the

Coalition and the position that you hold. Be aware of your association with the Coalition in online

social networks. If you identify yourself as an employee of the Coalition, ensure your profile and related

content is consistent with how you wish to present yourself with colleagues and clients.

3. Anytime you publish content on an external website regarding anything to do with work you do or any

subjects associated with the Coalition use the following disclaimer: “The postings on this site are my

own and don’t necessarily represent the Coalition’s position, strategies or opinions.”

4. Respect your audience. Don’t use slurs, personal insults, obscenity, or engage in any conduct that would

not be acceptable in our workplace. You should also show proper consideration for others’ privacy and

for topics that may be considered objectionable or inflammatory.

5. Employees are prohibited from posting any type of photograph of any Coalition employee, client,

parent, family member, or volunteer on any and all social networking sites without the express written

approval of the Coalition.

6. Do not create a link from blog, website or other social posting to a Coalition website.

7. The Coalition respects its employees’ interest and willingness to convey group complaints regarding

existing working conditions. While it wholly respects employees’ right to discuss such concerns

utilizing social media, it encourages any such concerns to be brought to the Coalition administration.


In partnership with

8. When the Coalition wishes to communicate publicly as an Organization – whether to the community or

to the general public – it has well established means to do so. Only those designated by the Coalition

have the authorization to speak on behalf of the Coalition.

9. Refrain from using social media while on work time or on equipment we provide, unless it is work

related and authorized by your supervisor and consistent with the Coalition equipment policy.

10. Do not use your Coalition email address to register on social networks, blogs or other online tools

utilized for personal use.

11. Vulgar, obscene, threatening, intimidating, harassing, discriminatory, or unlawful behaviors on social

media sites will result in an employee’s immediate termination.

DATING and FRATERNIZATION

POLICY

Non-supervisory employees are permitted to date, develop friendships, and form other consensual personal

relationships with one another as long as such relationships do not impact their ability to perform at an

exceptional level while at work. However, any such relationship that adversely affects the Coalition’s spirit

of teamwork, productivity, or overall cohesion will be addressed through corrective or disciplinary action.

Moreover, any unprofessional workplace behavior that occurs because of personal relationships will not be

tolerated and will be addressed accordingly. In contrast, supervisors will not be permitted to engage in

dating, sexual, or other intimate personal relationships with employees. Actual perceived favoritism, misuse

of authority, and unprofessional behavior may result from such relationships. Any such relationships should

be promptly reported to the Administrative Services / HR Director for appropriate management. Nothing in

this policy is intended to infringe upon employees’ rights to engage in protected concerted activity.

DISCIPLINE AND TERMINATION

POLICY

To insure all employees are treated fairly, equitably and without prejudice in evaluating work performance. It

is the Chief Executive Officer’s responsibility to insure Personnel Procedures and rules are observed by all

employees. When an employee is unable or unwilling to comply with established standards of performance

or conduct, the Chief Executive Officer will take prompt, consistent and impartial corrective action. The Chief

Executive Officer retains the right to suspend any disciplinary action which may be taken with such issues:

Absenteeism and Tardiness - It is difficult to properly serve customers when an employee does not report to

work as scheduled. It also creates an unnecessary burden on fellow employees. Therefore, we cannot tolerate

three (3) or more unwarranted absenteeism or tardiness within ninety (90) days.

Conflict of Interest - It is the Coalition policy to not tolerate employees dealing in any other business which

competes with the Coalition. If an employee thinks that there is a possibility that he/she may have a conflict

in this regard, it is his/her responsibility to notify a supervisor.


In partnership with

Damage to Property - Deliberate or careless damage to the Coalition’s property will not be tolerated.

Fighting, Threats, and Weapons - The Coalition will not allow fighting or threatening words or conduct.

Possession of weapons of any kind on Coalition premises is prohibited.

Fraud, Dishonesty and False Statements - Falsification of any application, medical history record, invoice,

paperwork, time record, or any other document is strictly prohibited. If an employee observes any such

violations, he/she should report them to a supervisor or the Chief Executive Officer immediately.

Harassment - This Coalition strictly prohibits all forms of harassment. Please review the No Harassment

Policy in this Handbook.

Insubordination - We expect every employee to follow the instructions of supervisors and other management.

Failure to do so constitutes insubordination.

Misuse of Property - The Coalition policy prohibits the misuse of the equipment, or other property of

customers, vendors, other employees or the Coalition.

Performance - Every employee is expected to make every effort to learn his or her job and to perform that job

at a satisfactory level.

Sleeping and Inattention - Every employee is to be fully alert while on the job to ensure the safety of all

employees and to properly serve our customers. Sleeping or inattention on the job is not acceptable.

Substance Abuse - Substance abuse is not tolerated at the Coalition. Our Drug and Alcohol Policy, set forth

in detail herein (Drug Free Workplace) explains the policy regarding alcohol and drug use as well as the use

of other intoxicants and mind-altering substances.

Theft - Theft in any form is not tolerated. To protect employees, customers and the Coalition, the Coalition

reserves the right to inspect all desks, purses, briefcases, packages, vehicles and any other personal property

which is brought onto Coalition property. If an employee wishes to remove any Coalition property - including

scrap - from the premises, written permission, as appropriate must be obtained, in advance from a supervisor.

Unlawful Activity - No employee may engage in any unlawful activity either on or off the job as this can

adversely affect the Coalition’s reputation.

Violation of any of these policies will lead to discipline, up to and including immediate termination. This list

is not all inclusive and there may be other circumstances for which employees may be disciplined, up to and

including immediate termination. Any questions about these basics, or what the Coalition expects of our

employees, should be discussed with the employee’s supervisor.


In partnership with

DRESS CODE

POLICY

It is the intent of the Coalition to exhibit both a professional environment and a professionally attired staff.

Personal neatness, proper dress and behavior by all personnel inspire trust and confidence in the organization

Coalition’s ability to perform quality services.

Behavior and dress code procedures shall apply to all staff members and volunteers/interns. Dress, grooming,

and personal hygiene must be appropriate to the work situation to comply with any safety regulations policies,

or concerns that may arise. Standards contribute to the morale of all employees and affect the business image

the Coalition presents to the community.

DRUG FREE WORKPLACE

POLICY

The Coalition is obligated to maintain a drug-free workplace and will comply with the requirements of the

Drug-Free Workplace Act of 1988. Pursuant to the Drug-Free Workplace Act of 1988: 45 CFR Part 76 subpart

F, ss. 76.630(c) and (d)(2), and 76.645(a)(1) and (b).

The Coalition will not tolerate alcohol abuse or the use of other intoxicants and mind-altering substances,

including illegal drugs. By virtue of employment with the Coalition, employees may be required to submit to

drug screens, blood alcohol tests, breathalyzer tests and medical examinations under the following

circumstances: a) when an employee is hired; b) when an employee is suspected of working or reporting to

work with intoxicants or mind-altering substances in his or her system; c) when an employee suffers an on-

the-job injury or is involved in an accident while at work; d) when an employee returns to work after a leave

of absence of two weeks or more; or e) on a periodic or random basis. The presence of 0.084% alcohol or the

presence of any other intoxicants or mind-altering substances in the body is a violation of this policy. Refusal

of an employee to undergo testing or to cooperate fully with any of these tests is also a violation of this policy.

The Coalition will provide to each employee a statement that the Coalition prohibits unlawful manufacturing,

distributing, dispensing, possessing, or using a controlled substance or other mind-altering substances on

Coalition property.

All applicants for employment will be required to sign the Consent to Pre-Employment Drug Testing form and

submit to and pass a drug test in order to be considered for employment.

All employees are required to sign the Consent for Random Drug Testing form. Random testing may be done

at any time the Coalition deems fit. In the event of an on-the-job accident, the injured employee will be

required to submit to a drug test. If he/she refuses to submit to the test or the test is confirmed positive, he/she

may be terminated. Additional testing may also be conducted as required by applicable state or federal laws,

rules, or regulations or as deemed necessary by the Coalition.


In partnership with

All information, interviews, reports, statements, memoranda and drug test results, written or otherwise received

by the Coalition as part of this drug testing program are confidential communications. Unless authorized by

state laws, rules or regulations, the Coalition will not release such information without a written consent form

signed voluntarily by the person tested.

We will establish an ongoing drug-free awareness program. These steps may include but are not limited to,

the following:

1. Informing employees, the dangers of drug abuse in the workplace.

2. Ensuring the policy of maintaining a drug-free workplace.

3. Create awareness on any available drug counseling, rehabilitation and employee assistance programs.

4. Enforcing penalties imposed upon employees for drug abuse violations occurring in the workplace.

This policy does not prohibit the proper use of medication under the direction of a physician. However, the

misuse or abuse of such drugs is prohibited. Employees taking prescription or nonprescription drugs which

could affect their ability to perform their job in a safe and efficient manner must notify their immediate

supervisor of this fact when they report to work.

As a condition of employment, the employee will-

-Abide by the terms of the statement provided for a Drug-Free Workplace.

-Notify the Coalition in writing, of his or her conviction for violating a criminal drug statute occurring in the

workplace no later than five (5) calendar days after such conviction.

OEL will be notified in writing within ten (10) calendar days of receiving notice from an employee of the

employee’s conviction of a violation of a criminal drug statute in the workplace or otherwise receiving actual

notice of such conviction. The Coalition will also provide notice, including position title, to:

Division of Grants Managements and Oversight

Office of Management and Acquisition

U.S. Department of Health and Human Services

Room 517-D

200 Independence Avenue

SW Washington, DC 20201

(Notice shall include the identification number (s) of each affected grant).

Within thirty (30) calendar days of receiving notice of an employee violating a criminal drug statute occurring

in the workplace that has been convicted the following actions will take place:

- The appropriate personnel action against such employee, up to and including termination, consistent with the

requirements of the Rehabilitation Act of 1973, as amended.

- Each employee will be required to participate satisfactorily in a drug abuse assistance or rehabilitation

program that a federal, state or local, health, law enforcement or other appropriate agency approved for such

purposes.

Violation of any aspect of the Coalition’s Drug Free Workplace policy will result in discipline up to and

including immediate termination.


In partnership with

EMPLOYEE BENEFITS

POLICY

Eligible employees (full-time permanent, including grant funded positions) of the Coalition are provided a

wide range of benefits. A full-time, permanent employee is one who is hired to work a minimum of thirty-

five (35) hours a week. A workweek begins on Monday and ends on Sunday.

Medical Insurance

Full time employees have the option to be covered under the Coalition’s group medical insurance partially

paid for by the Coalition (as funding permits) following their ninety (90) calendar days of full time

employment; coverage will become effective the 91st day from the date of hire. Medical coverage for

dependents may be purchased by the employee through payroll deduction.

COBRA

COBRA gives employees who are no longer employed with the Coalition and are no longer eligible to receive

health benefits, the right to purchase group health coverage provided by the plan, under certain circumstances,

for themselves or their families with medical care.

Life Insurance

Full time employees will be covered under the Coalition’s group life insurance paid for by the Coalition (as

funding permits) beginning the first of the month following ninety (90) calendar days of full time employment.

Dental Insurance

Full time employees will be covered under the Coalition’s group dental insurance paid for by the Coalition (as

funding permits) beginning the first of the month following ninety (90) calendar days of full time employment.

Dental coverage for dependents may be purchased by the employee through payroll deduction.

Short Term Disability Insurance

Full time employees will be covered under the Coalition’s group short term disability insurance policy paid

for by the Coalition (as funding permits) beginning the first of the month following ninety (90) calendar days

of full time employment.

Long Term Disability Insurance

Full time employees will be covered under the Coalition’s group long term disability insurance policy paid for

by the Coalition (as funding permits) beginning the first of the month following ninety (90) calendar days of

full time employment.

Retirement Fund

Upon successful (defined as receiving at least “satisfactory” on the probationary evaluation completed after

being employed with the Coalition for a period of ninety (90) days) completion of six (6) months of full time

employment, employees are eligible to receive up to a 7% (determined by the Board of Directors on an annual

basis, based on available funding) Coalition contribution to a 403(b) Plan based on all wages earned. regular

wages, excluding overtime, bonuses and pay out of unutilized PLT. Employees become vested at the rate of

20% per year of employment beginning at the anniversary of their first year of employment with the Coalition,


In partnership with

for a total of 100% upon completion of five (5) years of full time employment. Eligible employees may

contribute a percentage of their salary towards their 403(b) Plan. Information must be provided to Chief

Finance Officer in writing detailing amount to be contributed and start date.

Voluntary Coverages

Supplementary insurance coverages may be purchased by the full-time employee from supplemental insurance

coverage companies (i.e., Colonial, AFLAC, etc.) through payroll deduction upon completion of 90-day

probation period.

Personal Leave Time (PLT)

PLT shall be awarded to full time employees, at the beginning of each fiscal year, as follows: Full time

employees, who have successfully completed their ninety (90) day probation period, are awarded at the

beginning of each fiscal year as follows:

Length of Service PLT Eligibility

0 – 6 months 0 hours

7 months to completion of 12 months 40 hours



85 months and forward 200 hours

PLT awarded at the beginning of the fiscal year will be based on the length of service of the employee at the

anniversary date to occur during said fiscal year. If your seven month and one-year anniversary date fall within

the same fiscal year you will be eligible for only forty (40) hours during said fiscal year. See the start date

examples provided below:

Start Date 10/1/2015 Eligible 0 Hours

7 Months 04/1/2016 Eligible 40 Hours Prorated 4/1/2016 - 6/30/2016

1 Yr. Anniversary during New FY 07/1/2016 Eligible 120 Hours Prorated 7/1/2016 - 6/30/2017





Start Date 03/1/2016 Eligible 0 Hours

7 Months 09/1/2016 Eligible 40 Hours Prorated 9/1/2016 - 6/30/2017

1 Yr. Anniversary during New FY 07/1/2016 Eligible 0 Hours






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Accrual based upon anniversary date is as follows:

Length of Service Accrual per Pay Period Annual PLT Hours

7 months to completion of 12 months 1.5 hours 40 hours



85 months and forward 7.7 hours 200 hours

PLT will be prorated based on termination date during said fiscal year for any employee who terminates

employment with the Coalition. Upon termination of employment and when adequate notice has been given

as per the Coalition policy, unused PLT that has been accrued through the last full pay period and/or hours

carried over will be paid out; not to exceed two hundred forty (240) hours.

NOTE: PLT time will only be paid if the Leave Request is approved via EWS by a supervisor.

PLT days must be used or forfeited each fiscal year. Unused PLT days shall not be carried forward into the

next fiscal year. Only forty (40) hours of PLT are allowable to be carried forward into the next fiscal year.

At the end of the fiscal year, PLT in excess of forty (40) hours will be lost and removed from the employee

and accounting records.

PLT shall be used for all absences (sick, vacation, annual leave, personal) except Holidays; unless in unexcused

absence prior to or after a Holiday, as detailed below.

Each employee receiving at least 120 hours of PLT annually shall be expected to take at least five (5)

continuous business days and not to exceed ten (10) continuous business days without prior approval by the

Chief Executive Officer during each fiscal year. Only fifty percent of the awarded PLT may be used before

December 31st of each fiscal year unless otherwise approved by the Chief Executive Officer.

PLT shall be charged in not less than quarter hour increments and not more than regularly scheduled work day

(you cannot take ten (10) hours of PLT if your regular schedule is to work eight (8) hours a day). Salaried

employees are required to take time in full day increments.

Scheduled PLT of less than one (1) week shall be requested at least five (5) business days prior to such leave

on the appropriate form via EWS. Scheduled leave in excess of one (1) week shall require notice of at least

one (1) month. All PLT must be approved by the employee’s immediate supervisor, after verifying employee

has sufficient PLT time available. with final approval by the Chief Executive Officer.

Unscheduled PLT taken due to an unexpected emergency shall require notification be given to his/her Director

supervisor within one (1) hour. Every effort should be made by the employee to reach their immediate

supervisor. In the event employees, cannot reach their immediate supervisor a voice mail message or email

may be substituted. The employee must leave a contact number for the supervisor to reach them. Unexpected

emergencies include, but are not limited to the following:

Personal injury (non-job related) or illness of the employee


In partnership with

Non-routine medical, dental, optical or chiropractic examination or treatment

Exposure to contagious disease which would endanger others as determined by a physician

Illness or injury of a member of the employee’s immediate family which requires the personal care and

attention of the employee

If the employee remains away from the office on unscheduled PLT in excess of three (3) working days, it will

be necessary for the employee to furnish a certificate of illness by the attending physician upon return to work

stating that they were unable to work and that they are being released for full duty. A physician statement

from a family member’s doctor is also appropriate.

It is in the best interest of an employee who is ill or injured that the employee not remain at work. It is the

supervisor’s responsibility to send the employee home if the employee is unable to perform their job

responsibilities effectively. If the employee has no PLT, the employee will not be paid for that period.

An employee is expected to contact his/her supervisor at the beginning of each work day during illness or

injury. Exceptions to this include a serious accidental injury, hospitalization, and when it is known in advance

that the employee will be absent for a certain period of time.

A medical release statement is to be submitted to the employee’s supervisor for review before the employee

returns to work in the following situations:

In all cases of work-related injury when the employee has been unable to work after the time of the

injury;

When returning from medical or maternity leave of absence.

The Coalition recognizes that there are instances where, due to certain illnesses or injuries, an employee will

be unable to return to work for an extended period of time. In such instances, it is the responsibility of the

employee to notify the Executive Director his/her department supervisor. This notification shall include a

statement written by the employee’s medical doctor specifying the length of the absence, the anticipated return

date and any restrictions which the employee may be under when returning.

As a joint protection to the employee and the Coalition, employees who have been absent from work because

of serious illness or injury are required to obtain a doctor’s release specifically stating that the employee can

perform his/her normal duties or assignments. A serious injury or illness is defined as one that results in the

employee being absent from work for more than two (2) consecutive weeks, or one which may limit the

employee’s future performance of regular duties or assignments.

If the cause of the employee’s illness or injury was job-related, the employee’s supervisor will make a

reasonable effort to assign the returning employee assignments consistent with the instructions of the

employee’s doctor until the employee is fully recovered. A doctor’s written release is required before recovery

can be assumed.

Any employee who has worked for the Coalition for a minimum of three (3) months is entitled to take three

(3) days or the equivalent of unpaid leave, if available PLT has been exhausted, if they or a member of their

immediate household have been the victim of domestic violence and need to engage in any of the following

activities: (1) to seek an injunction for protection against domestic violence or repeat of sexual violence, (2)

to obtain medical care or mental health care or counseling for the employee or the household member to


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address issues resulting from domestic violence, (3) to obtain services from a victim services organizations,

(4) to make the employee’s home secure from the perpetrator of domestic violence or to relocate to a new

location to escape the perpetrator, or (5) to seek legal assistance to address issues that arose from the domestic

violence or to attend or prepare for a court related proceeding relating to an act of domestic violence.

Employees must provide appropriate advance notice to their supervisor of the need for leave unless they are

prevented from doing so because of imminent danger. All employees must first exhaust any available PLT

before being eligible to use domestic violence leave.

Holidays

The following are the paid holidays approved by the Coalition:

New Year’s Day Martin Luther King’s Birthday

Memorial Day Independence Day

Labor Day Veterans Day

Thanksgiving Day Friday after Thanksgiving

Christmas Eve Christmas Day

Full-time permanent employees are eligible for holiday pay.

In the event of the religious or cultural observance of a holiday other than those listed above, an employee may

request that day in lieu of an approved holiday, or use PLT instead. Request for this time off must be approved

at least five days in advance of the holiday.

If a Coalition observed holiday falls on a Saturday, it will be observed the preceding Friday, if the holiday falls

on a Sunday, it will be observed on the following Monday according per local observances.

Those staff needed to work on a holiday will be given a “flex” day off within the same pay period for exempt

employees and within the same work week for non-exempt employees, if possible. In instances where

“flexing” is not possible, over time will be allowed. Eligible employees will be paid for holidays falling during

a vacation period or on their regularly scheduled day off. All holidays are eight (8) hour days.

Employees must work their full shift the day prior to and the day following the Holiday to be eligible to receive

Holiday pay unless PLT has been approved, or in an emergency situation.

Employees who do not work the day prior and the day following a Holiday because of an unscheduled absence

will not be paid for the Holiday unless proof of emergency is presented upon their return (i.e., doctors note,

automotive repair receipt, flight cancellation, etc.). If an employee has PLT time, the PLT time may be charged

for the unscheduled absence and the Holiday.

Part time, temporary and substitute employees shall not be paid for observed holidays.


In partnership with

Personal Leave Donation (PLT Donation)

In the event that If an employee or their immediate family member as defined under Sick Leave has a

catastrophic injury, illness or death AND does not have sufficient accrued PLT, at the discretion of the Chief

Executive Officer, Coalition employees may donate a portion of their accrued personal leave time to that

employee.

A “PLT Donation Request” form is available to all staff in the event they need PLT time donated to them.

The form can be found on the x: drive in the forms folder. The employee in need of PLT donation will fill

out the “PLT Donation Request Form” and email it to the Administrative Services / HR Director for

communication with the Chief Executive Officer and approval. Once approved, the Administrative Services

/ HR Director will communicate with all staff via email, requesting voluntary time donation for “a staff in

need”. At the discretion of the employee, the name can and will remain anonymous, in compliance with

HIPPA.

The purpose of the personal leave donation bank is to alleviate the hardship caused if catastrophic injury,

illness, or death forces the employee to exhaust all personal leave time earned by that employee and thereby

lose compensation.

1. This personal leave donation bank is available to those employees who have completely exhausted all

personal leave time and who are not receiving temporary disability benefits under workers’

compensation or under short term disability insurance.

2. When an event occurs as stated above, the Chief Executive Officer will communicate with

Administrative Services / HR Director will email staff of a Memo for their willingness to donate a

portion of their accrued personal leave. to that employee. It is completely voluntary for an employee

staff to donate a portion of their accrued personal leave.

3. Once personal leave has been donated, it cannot be restored to the donating employee.

4. Any employee who wishes to transfer a portion of his/her accrued personal leave must indicate so via

email and EWS. writing.

NOTE: Personal leave will only be paid if an approved Leave Request is submitted and approved by

the immediate supervisor with the employee’s time sheet via EWS.

Leave of Absence

Please note the Coalition does not meet FMLA (Family and Medical Leave Act) requirements.

1. Jury Duty/Subpoenaed Leave

Employees who have successfully completed their probationary period may request up to two weeks of paid

jury duty leave over any one-year period upon presentation of documentation of sequester for jury duty. Jury

compensation must be reimbursed to the Coalition.

An employee served with a subpoena requiring him/her to serve as a witness arising from a job related incident

will be permitted time off to attend hearings/trial. Court fees received by the employee for such service must

be reimbursed to the Coalition.


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With verification from court personnel victims of a crime may submit a written request for “court attendance”

for approval by the Chief Executive Officer. Time off will be charged to accrued PLT, or the employee may

opt for time off without pay.

2. Maternity Leave

Employees are eligible for maternity leave after twelve (12) consecutive months of full time employment. The

employee is entitled to leave of up to twelve (12) weeks without compensation. At the employee’s option, any

portion of PLT may be utilized but may not exceed the twelve-week period. Medical documentation is required

upon return to work.

Extensions of leave will not be routinely granted. When medical emergencies or hardships exist, the decision

to extend maternity leave will be deferred to the Chief Executive Officer. Written justification for the

extension will be required. As the Coalition employs less than fifty (50) employees, it is not subject to the

parameters of the Family Medical Leave Act.

Employees on maternity leave are not eligible for paid holidays.

3. Bereavement Leave

One (1) to three (3) days, at the discretion of the Chief Executive Officer, may be allowed for a death in the

family of a full-time employee. A family member is defined as: a spouse and parents thereof; children,

including adopted children, and spouses thereof; parents; brothers and sisters and spouses thereof; and

any individual who is related by blood or affinity or whose close association with the employee is the

equivalent of a family relationship. Criteria for the amount of time off allowed include but is not limited to,

the employee’s relationship to the deceased, need for out of town travel and responsibility for handling funeral

arrangements. Accrued PLT may be used in the event more time off is needed.

4. Military Duty Leave

Upon presentation of military orders, an unpaid leave of absence will be granted according to Federal

requirements.

5. Voting Leave

During a primary or general election, an employee who is registered to vote whose hours of work do not allow

sufficient time for voting shall be allowed the necessary time off with pay for this purpose. When the polls

are open two (2) hours before or two (2) hours after the regularly scheduled work period, it will be considered

sufficient time for voting.

6. Workers Compensation Insurance

The Coalition provides a comprehensive workers compensation insurance program at no cost to employees.

The program covers injury or illness sustained in the course of employment that requires medical, surgical or

hospital treatment. Employees who sustain work related injuries or illnesses, no matter how minor, must inform

the Administrative Services / HR Director or the Chief Executive Officer immediately. If the Chief Executive


In partnership with

Officer is not available, the employee will notify their immediate supervisor who will in turn inform the Chief

Executive Officer. An injury/Incident Report Form must be completed immediately and called in to the

workers’ compensation insurance company for instruction regarding treatment. In the event an injury or illness

is life threatening, seek medical help first then notify the insurance company. The Coalition is a drug-free

workplace, therefore, in the event of an injury; the employee shall be required to submit to a drug test. A

positive drug test will result in immediate termination and in accordance with the state and Federal laws; the

employee will not be eligible for workers’ compensation benefits.

Neither the Coalition nor the insurance carrier will be liable for the payment of workers’ compensation benefits

for injuries that occur during an employee’s voluntary participation in any off-duty recreational, social or

athletic activity sponsored by the Coalition. Failure of an employee to document job related injuries may result

in disciplinary action including termination.

EMPLOYMENT REFERENCE PROHIBITION

POLICY

The Coalition prohibits employees from providing employment reference information to third parties,

including prospective employers. Any and all solicitations for reference information should be immediately

directed to the Administrative Services / HR Director for appropriate management. The Administrative

Services / HR Director shall only provide a former employee’s position title, dates of employment, and whether

such employee is eligible to be rehired absent court mandate or a contractual agreement to the contrary. Such

policy has been designed to protect both employees and the Coalition from liability.

ETHICS

POLICY

The purpose of this Ethics Policy is to support a culture of openness, trust, and integrity in all the Coalition

management and business practices. A well-understood ethics policy requires the participation and support

of every Coalition employee and volunteer.

At the Coalition, we are dedicated to working with our employees, volunteers/interns, partners, vendors and

clients to provide leadership and foster partnerships to optimize a quality early learning environment for our

children through child care, Voluntary Pre-Kindergarten and parent education. We are committed to

conducting all of the Coalition’s affairs and activities with the highest standards of ethical conduct.

We are committed to the responsible use of the Coalition assets, to provide accurate, complete and objective

information, to respect the confidentiality of financial and other information, to act in good faith and exercise

due care in all we do, to comply with all rules and regulations and to proactively promote ethical behavior.


In partnership with

The Coalition’s Code of Ethics is built on the Coalition values. As such, we acknowledge our individual

responsibility to ensure our collective success by practicing and promoting the following values. These values

reflect a shared view of how we want to operate and be seen by others.

Our Values

Integrity

We pursue our mission with honor, fairness and respect for the individual. We uphold the values of the

Coalition with openness and trust in every action and decision. We are committed to act in good faith, to

comply with the rule of law and the Coalition policies and regulations.

Courtesy

The responsibility of everyone is to be courteous, polite and friendly to our customers and colleagues.

Inclusiveness

We are dedicated to a single purpose, fueled by a diversity of thought and action. We serve responsibly as

members of all the communities in which we live and work.

Dedication

Committed to our clients, our cause and our values. We uphold the excellence that makes the Coalition a

premier organization.

Excellence

We believe that striving to be the best in our work, our relationships, our ideas and our services is the greatest

demonstration of our pledge to serving the community.

Sensitivity

We value our commitment to our clients, colleagues and volunteers by being respectful and sensitive.

Vision

In an effort to support our mission, we are willing to take prudent measures. We strive to be proactive,

innovative and creative.

Loyalty

We remain loyal to the coalition, colleagues and clients by supporting and working together in all we do.

Code of Ethics The summary code of ethics includes the following provisions:

The Coalition employees and volunteers/interns must:

o Be honest and ethical in their conduct, including ethical handling of actual or apparent conflicts

of interest between personal and professional relationships.

o Comply with applicable government laws, rules and regulations.

o Maintain the confidentiality of information entrusted to them by the Coalition or its clients

except when authorized or otherwise legally obligated to disclose.


In partnership with

o Deal fairly with the Coalition clients, vendors, volunteers/interns, and employees.

o Provide constituents with information that is accurate, completely objective, relevant, timely,

and understandable.

o Proactively promote ethical behavior as a responsible partner among peers in the work

environment.

o Protect and ensure the proper use of organization assets.

o Prohibit improper or fraudulent influence over any External Auditor.

o Not take any action harmful to any person, including interference with the lawful employment

or livelihood of any person, for providing to a law enforcement officer any truthful information

relating to the commission or possible commission of any Federal offense in accordance with

Section 1107 of the Sarbanes-Oxley Act of 2002.

o Not tamper with a record or otherwise impeding an official proceeding in accordance with

Section 1102 of the Sarbanes-Oxley Act of 2002.

Our People

The Coalition is committed to provide a work environment that values diversity among its volunteers/interns

and employees. All Personnel Policies and activities are intended to create a respectful workplace where every

individual has the opportunity to reach their highest potential.

Employees are provided opportunities regardless of race, color, religion, gender, national origin, sexual

orientation, marital status, age, veteran status, or disability. These policies apply to both applicants and

employees in all phases of employment including recruiting, hiring, placement, training, development, transfer,

promotion, demotion, performance reviews, compensation, benefits, and separation from employment.

We will evaluate how we are living up to our code of ethics by requesting feedback on a regular basis from

our employees, volunteers/interns and clients. We will begin with employee orientation and regularly

communicate all of these expectations to employees and volunteers.

The Coalition employees, volunteers/interns, contractors, and suppliers are expected to report any practices or

actions believed to be inappropriate to their supervisor or another Coalition director.

Our Clients

We are dedicated to 100 percent client satisfaction. We are devoted to developing “client enthusiasm” and

are passionate about exceeding client expectations. We dedicate ourselves to anticipating the changing needs

of clients and creating timely, innovative and superior programs and services.

Conflict of Interest The underlying principle of “conflict of interest” is that employees and volunteers/interns should avoid any

activity, investment, or interest that might reflect unfavorably on the reputation of the Coalition.

As representatives of the Coalition, employees and volunteers/interns are obligated to place the interest of the

Coalition, in any transaction involving the Coalition, ahead of any personal interest or personal gain, and to

disclose all facts in any situation where a potential conflict of interest may arise.


In partnership with

Employees and volunteers/interns are expected to protect and maintain confidentiality regarding the

Coalition’s property including cash, equipment, records, and employee and client information except where

public record laws require.

Reporting Ethics Violations If an employee has questions or concerns about compliance with the subjects described in this policy, or are

unsure about what is the “right thing” to do, the Coalition strongly encourages the employee to first talk with

his/her immediate supervisor. If he/she feel uncomfortable talking to his/her immediate supervisor for any

reason, write a letter to the Chief Executive Officer to report his/her concerns. Reporting of ethics violations

will be treated as confidential information until resolved or until action is taken and can be communicated

anonymously.

GIFT REPORTING

POLICY

Coalition employees are prohibited from soliciting or accepting cash or gratuities of any amount from any

person or entity doing business with the Coalition. Additionally, unless specifically permitted by this policy,

Coalition employees are also prohibited from accepting any and all non-cash gifts, including materials, meals,

services, travel, entertainment, attendance at a charitable or similar event as a guest at no cost or at

unreasonably discounted prices from person or entities proposing to do or actually doing business with the

Coalition. The only exceptions to this policy are as follows:

• Holiday business gifts of value totaling less than twenty-five dollars ($25) in any single year

that is for the shared departmental use or consumption

• Occasional meals in connection with actual business

• Awards of gifts provided by the Coalition in open recognition of an employee’s contributions

All unpermitted gifts must be immediately declined, returned or disregarded. Employees must report to their

supervisors and the Administrative Services / HR Director before the end of each month regarding all gifts

received during the month.

Employees found in violation of this policy will be subjected to immediate disciplinary action, up to and

including termination of employment.

GRIEVANCE

POLICY

It is the policy of the Coalition that every employee and volunteer/intern regardless of position be treated with

respect and in a fair and just manner at all times.

In the event that an employee or volunteer/intern believes he/she was not treated with respect and in a fair and

just manner, he/she is encouraged to discuss a complaint or problem as soon as it develops, during regular

office hours with their immediate supervisor who will attempt, without discrimination, to provide prompt and

equitable solutions.


In partnership with

HARASSMENT

POLICY

The Coalition is committed to providing a work environment that is free of discrimination and unlawful

harassment of any kind. Actions, words, jokes or comments based on an individual’s sex, race, gender,

pregnancy, military status, color, creed, age (except as provided by law), religion, national origin, disability,

political opinion or affiliation, marital status, relating to recruitment, retention, examination, appointment,

training, promotion, compensation, discipline, separation, employment practice, or any other legally protected

characteristic will not be tolerated. Sexual harassment includes any unwelcome sexual advances, requests for

sexual favors, and other verbal or physical conduct that interferes with work performance or creates an

intimidating, hostile or offensive work environment.

It is illegal and against Coalition policy for any employee to harass another employee or create a hostile

working environment by committing or encouraging physical assaults on another employee. Also prohibited

are intentional physical conduct that is sexual in nature, (touching, pinching, patting or brushing against

another person’s body), unwelcome sexual flirtations, advances or propositions, including gestures, jokes or

comments made in the presence of an employee who has indicated that such conduct is unwelcome, verbal

abuse of a sexual or other nature, and posting pictures, posters, or other materials that are sexual in nature or

pornographic.

Violation of this policy will subject an employee to disciplinary action, up to and including immediate

termination.

If an employee feels that he/she is being harassed in any way by a coworker, a customer or a vendor, the

employee should notify a supervisor immediately. The matter will be thoroughly investigated and where

appropriate disciplinary action will be taken.

Any person who feels that he/she is being harassed or discriminated against must immediately report the

offensive conduct to his/her direct supervisor. If the employee’s direct supervisor is in any way involved in

the alleged inappropriate behavior or is unavailable, the employee should report the conduct directly to the

Chief Executive Officer. However, if the employee’s direct supervisor and Chief Executive Officer are in any

way involved in the alleged inappropriate behavior or is unavailable, the employee should report the conduct

directly to the Board of Directors of the Coalition.

An employee will not be penalized in any way for reporting such improper conduct.

AMERICANS WITH DISABILITIES ACT

POLICY

It is the policy of the Coalition to afford equal opportunity to all employees, regardless of physical or mental

disability. However, all employees with such disabilities are expected to perform the essential functions of

their positions as both defined in their respective job descriptions or as performed on a regular basis as part of

their normal responsibilities. All employees with disabilities are eligible for accommodations under the


In partnership with

Americans with Disabilities Act. Such requests must be made to either the employee’s direct supervisor or to

the Administrative Services / HR Director of the Coalition. While the Coalition may not be able to make all

requested accommodations, it will work with employees to define reasonable terms and supply such terms to

the employee. If the employee cannot perform the essential functions with the requested accommodation, the

employee may be separated from the Coalition.

INCIDENT REPORTING

POLICY

The Incident Report form will be used for documentation of ALL work related accidents and/or injuries

including violence related incidents.

INVOLUNTARY SEPARATION

POLICY

The Coalition limits the ability to take tangible employment action, including the authority to hire and

involuntarily separate employees, to the Chief Executive Officer position. The Chief Finance Officer, Chief

Programs Officer, and Chief Operations Officer has the ability to take tangible employment action only in

the absence of the Chief Executive Officer as appropriate to their department. No other individual within the

Coalition is empowered to take such express actions.

NEPOTISM

POLICY

The Coalition prohibits working relationships between members of the same family in which one such

employee has supervisory or managerial authority including hiring, promotion, salary, performance

evaluation and other staffing decisions. For the purpose of this policy, family member is defined as a spouse,

domestic partner, romantic partner, children, parents, siblings, nieces, nephews, grandparents, grandchildren,

aunts, uncles, first cousins, and corresponding in-law or step relationships. If such a relationship is

discovered, the Coalition will take all necessary measures, including separation of employment, to rectify the

violation of this policy.

OPEN OFFICE ENVIRONMENT

POLICY

Common courtesy and respect will go a long way in ensuring a productive environment in our workspace. To

assist toward the goal of helping each of you be as productive as possible, we are providing the following

guidelines:

Minimize hallway conversations


In partnership with

While it can be convenient and productive to have a quick work conversation in the hallway with a coworker,

these conversations can be very distracting to other employees working in close proximity. Be mindful of the

potential for disruption and step to a convenient conference room or to a general corridor away fron other

workers to have the conversation.

Limit noises

Keep the sounds coming from your workspace to a minimum. This means using earbuds when listening to

music earbuds when listening to music, picking up the phone after one or two rings, tuning the ring volume on

your phone to a low setting, and avoiding screensaver sound effects. When away from your workspace, set

your office phone to take voice messages and if you leave your cellphone behind when you leave your

workspace, set it to vibrate. Be aware of your personal voice volume level. Speak only loud enough to be

heard by the intended audience when talking on the telephone or to your coworkers. Those around you may

be able to hear you, even when you are not thinking about it.

No confidential meetings

Avoid discussing personal and/or confidential matters at your workspace. Whether you are on the telephone

or having a discussion with a coworker, your conversation may easily be overheard by others. Move to a

conference room or step outside to discuss personal or confidential matters.

Be considerate of sensitivities to aromas

The sense of smell is one of the most powerful senses we possess. What smells good to one person, may not

be enjoyed by another. Be careful of the smells you bring to the office. Be judicious in the use of

cologne/perfume. Do not bring strong scented oils or room deodorizers to the workplace. Avoid eating strong-

smelling food in your workplace as well.

Decorate with taste

You need to use good judgement when decorating your workspace. Avoid things that are controversial. This

includes things that are political, spiritual, sensual, or cultural. Your choice décor should be in good taste

without offending others.

Respect other’s privacy

Be respectful of your coworkers. Avoid peeking into another workspace or listening in on other’s

conversations. Resist the temptation to chime in on other’s conversations or join them uninvited. Give others

the same respect that you want.


In partnership with

PAY TRANSPARENCY

POLICY

The Coalition complies with the Pay Transparency requirements for Federal Contractors. As such, the

Coalition will not discharge, discipline, or otherwise discriminating against, employees or applicants who

inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants.

For the Coalition, compensation includes: base pay, overtime pay, and provided benefits.

An employee who feels that they have been the victim of discriminating compensation practices is encouraged

to bring their concerns to the Human Resources Department so that the concerns may be reviewed and

resolved. Likewise, any employee that feels that they have been disciplined for seeking information about

compensation or discussing their compensation or the compensation of other employees or applicants, should

bring their concerns to the Human Resources Department.

Employees who work in the Human Resources Department, Finance Department, or serve in any other role

where compensation information is obtained while performing their assigned job functions are protected by

this regulation and are prohibited from disclosing any compensation information.

PAYROLL DEDUCTIONS

POLICY

The Coalition will make legally required and employee-selected deductions from each paycheck received.

PERFORMANCE EVALUATIONS

POLICY

The Chief Executive Officer shall establish and administer a system for the evaluation of the work performance

of all employees of the Coalition.

The written employee performance evaluation program shall be designed to permit the evaluation of an

employee’s job performance and effectiveness as objectively and fairly as possible, and to inform the employee

of strengths and weaknesses on the job and to serve as a basis for discussion as to how the employee can

improve performance.

Performance evaluations become a permanent part of the employee’s personnel file and a copy is provided to

the employee. This information will be held in strict confidence.

All new and re-hired employees work on a probationary basis for the first 90 calendar days after their date of

hire. Any significant absence will automatically extend the probation period by the length of absence.


In partnership with

If an employee has been in a position less than four (4) calendar months before the end of the fiscal year, the

employee shall not receive an annual evaluation during the month of July as the employee will have just

completed their probationary period and will have received an evaluation and potential salary increase for

performance based on their initial ninety (90) calendar days’ employment with the Coalition.

CHIEF EXECUTIVE OFFICER EVALUATION PROCESS

POLICY

The Chief Executive Officer shall be evaluated by a team of the Board of Directors of the Coalition. This team

shall include members chosen by the Chair.

EVALUATION PROCESS FOR GRANT FUNDED POSITIONS

POLICY

In the event an employee is hired for a grant funded position lasting only one (1) year, they will receive a

ninety (90) day probationary evaluation, however the twelve (12) month evaluation will not be performed,

since the employee’s position will end on their one-year anniversary. In addition, no probationary or other

salary increases will be budgeted for this class of employee unless the grant is awarded for multiple years and

includes funding for merit increases.

PERSONNEL INFORMATION AND PRIVACY

POLICY

The Coalition shall comply with applicable Federal and State laws regarding personnel information privacy.

Any exceptions to this policy must be approved by the Chief Executive Officer.

While complying with its governmental reporting and record keeping requirements, the Coalition strives to

ensure that it handles all personal and job-related information about employees in a secure, confidential and

appropriate fashion.

RELIGIOUS EXPRESSION

POLICY

The Coalition works diligently to respect the recognized religious beliefs of its entire team. As such, it

welcomes any requests for accommodations because of recognized beliefs that do not create an undue hardship

on the Coalition’s ability to properly fulfill its mission. An employee merely needs to codify the request for a

religious accommodation and present it to the employees’ supervisor or to the Human Resources department

for consideration and corresponding action. Examples of accommodations include using paid leave or leave

without pay, allowing an exception to the dress and appearance code which does not

impact safety or office attire requirements, or for other aspects of employment.


In partnership with

RESIGNATION

POLICY

Written notice of resignation must be submitted to the employee’s immediate supervisor and the Chief

Executive Officer.

Acceptable notice is two weeks, except for the Chief Executive Officer or others in supervisory positions. The

length of acceptable notice for these positions is one (1) month. If the employee is receiving medical benefits

at the time of resignation, Coalition provided insurance coverage is normally terminated the last day of the

month following the date of resignation from the Coalition.

SAFETY

POLICY

It is the policy of the Coalition to provide a safe and healthy work environment for employees,

volunteers/interns, clients and visitors and preserving the Coalition’s assets and property.

All employees, volunteers/interns and representatives of the Coalition shall comply with this policy in order

to protect the safety of the children we serve and his or her parents/caregivers, and reserving the Coalition’s

assets and property.

Responsibility for the safety and well-being of children rests with the parent (or guardian or caregiver assigned

by the parent) and not with the Coalition personnel.

Coalition staff cannot supervise children while the parent (or guardian or caregiver assigned by the parent) is

requesting/receiving services.

Children under the age of fourteen years may not be left unattended by an adult in any part of the Coalition

office. If children under the age of fourteen are found without an adult, staff will attempt to locate the parent

(or guardian or caregiver assigned by the parent).

DISTRACTED DRIVER - Personal Cell Phone or Similar Device Used for Business

The Coalition supplies certain employees with cell phones or other personal data devices, such as iPhones or

Androids for business purposes. Research indicates that phone calling, texting, or emailing using a cell phone

or a personal data device while driving is dangerous, and may even approach the equivalent danger of driving

while drunk. We recognize that other distractions occur while driving, however, curbing the use of cell phones,

and personal data mobile computing devices during driving, is one way to minimize the risk of accidents.

Therefore, the Coalition prohibits employees from using Coalition-provided cell phones or personal data

devices to text or email while driving either a rented or personal vehicle. Personal cell phones or personal data

devices are restricted to usage only when operated in a hands free mode when driving a Coalition rented vehicle

or when using a personal vehicle for Coalition business.


In partnership with

This prohibition of cell phone or similar device use while driving includes receiving or placing calls, text

messaging, surfing the internet, receiving or responding to email, checking for phone messages, or any other

purpose related to your employment, the Coalition, our clients, our vendors, volunteer activities, meetings, or

civic responsibilities performed for or attended in the name of the Coalition, or any other Coalition related

activities not named here while driving.

All employees are required to stop their vehicle in a safe location to use a cell phone or personal data mobile

computing device.

Employees who violate this policy will be subject to disciplinary actions, up to and including employment

termination.

TATTOO

POLICY

Employees may not have any lewd or offensive indelible marks, tribals or figures (tattoos) visible on any

exposed part of the body while wearing office attire. Tattoos or brands that are extremist, indecent, sexist or

racist are prohibited, regardless of location on the body. Extremist tattoos or brands are those affiliated with,

depicting or symbolizing extremist philosophies, organizations, or activities; those which advocate racial,

gender or ethnic hatred or intolerance; advocate, create or engage in illegal discrimination based on race, color,

gender, ethnicity, sexual orientation, religion or national origin; or advocate violence or other unlawful means

of depriving individual rights under the U.S. Constitution or federal and state law. Indecent tattoos or brands

are those that are grossly offensive to modesty, decency or propriety; shock the moral sense because of their

vulgar, filthy or disgusting nature, or tendency to insight lustful thought; or tend reasonably to corrupt morals

or incite libidinous thoughts. Sexist tattoos or brands are those that advocate a philosophy that degrades or

demeans a person based on gender, but that may not meet the same definition of “indecent.” Racist tattoos or

brands are those that advocate a philosophy that degrades or demeans a person based on race, ethnicity or

national origin.

VIOLENCE IN THE WORKPLACE

POLICY

Workplace violence can be any act of physical violence, threats of physical violence, harassment, intimidation,

or other threatening, disruptive behavior that occurs at the work site. Workplace violence can affect or involve

employees, visitors, vendors, and/or customers.

All persons at the Coalition should report instances of workplace violence. In emergency situations where the

threat is imminent, employees should call 911 and request immediate assistance from the authorities.

In non-emergency situations, workplace violence should be reported first to an immediate supervisor. If the

immediate supervisor is contributing to the risk of the workplace violence, the incident should be reported to

the Administrative Services / HR Director immediately.


In partnership with

It is the policy of the Coalition to strive to minimize the likelihood of violence in the workplace through early

intervention. Acts or threats of violence (explicit or implied) will not be tolerated. Employees found in

violation of this policy will be subject to disciplinary action, up to and including termination of employment,

and referral to appropriate law enforcement authorities. For other than the Coalition employees, comparable

appropriate action will be taken.

DEFINITIONS

Violence: An action which causes, is intended to cause, or is perceived as intent to cause physical harm to

persons or damage to property.

Threat: Any gesture, act, or oral or written expression which is perceived as intent to cause physical harm to

persons or damage to property.

WHISTLE-BLOWER

POLICY

The Coalition is committed to the highest standards of moral and ethical behavior by all employees and in all

business dealings. Employees are expected to conduct Coalition business in an ethical manner and in

compliance with all appropriate laws and regulations. Further, employees have a responsibility to report

suspected dishonest acts and/or fraudulent activity to his/her immediate supervisor/Chief Executive Officer.

If the employee is not comfortable reporting the suspected dishonest act or fraudulent activity to his/her

immediate supervisor/Chief Executive Officer, they should follow the procedure outlined below.

All employees are covered by this policy.

PURPOSE

In accordance with section 112.3187(2), Florida Statutes (F.S.), the Whistleblower’s Act is to prevent agencies

or independent contractors from taking retaliatory action against an employee who reports to an appropriate

agency violations of law on the part of a public employee or independent contractor that create a substantial

and specific danger to the public’s health, safety, or welfare. It is further the intent to prevent agencies or

independent contractors from taking retaliatory action against any person who discloses information to an

appropriate agency alleging improper use of governmental office, gross waste of funds, or any other abuse or

gross neglect of duty on the part of an agency, public officer, or employee.

PROCEDURE

If an employee believes that he/she has been subject to retaliation for protected whistleblowing, he/she can file

a complaint with:

Office of Chief Inspector General, the Florida Commission on Human Relations at 1-800-342-8170, or the

Whistleblower’s Hotline at 1-800-543-5353 for whistleblower protection where the employee can disclose

information as described below:


In partnership with

A violation of law, rule, regulation,

Gross mismanagement,

Gross waste of funds,

An abuse of authority, or

A substantial and specific danger to public health or safety

Reports of suspected wrongdoing including retaliation for disclosing minor offenses may also be submitted

through the use of the Inspector General’s automated web-based complaint for available at

http://www/flgov.com/ighome or by mailing a complaint directly to: Whistle-blower’s Hotline, P.O. Box 151,

Tallahassee, FL 32302.

http://www/flgov.com/ighome


In partnership with

DRUG FREE WORKPLACE

POLICY

The Coalition will not tolerate alcohol abuse or the use of other intoxicants and mind-altering substances,

including illegal drugs. By virtue of employment with the Coalition, employees may be required to submit to

drug screens, blood alcohol tests, breathalyzer tests and medical examinations under the following

circumstances: a) when an employee is hired; b) when an employee is suspected of working or reporting to

work with intoxicants or mind-altering substances in his or her system; c) when an employee suffers an on-

the-job injury or is involved in an accident while at work; d) when an employee returns to work after a leave

of absence of two weeks or more; or e) on a periodic or random basis. The presence of 0.084% alcohol or the

presence of any other intoxicants or mind-altering substances in the body is a violation of this policy. Refusal

of an employee to undergo testing or to cooperate fully with any of these tests is also a violation of this policy.

Coalition employees are also prohibited from possessing, using, selling, or purchasing any alcoholic beverages

or other mind-altering substances on Coalition property.

This policy does not prohibit the proper use of medication under the direction of a physician. However, the

misuse or abuse of such drugs is prohibited. Employees who are taking prescription or nonprescription drugs

which could affect their ability to perform his/her job in a safe and efficient manner must notify his/her

immediate supervisor of this fact when he/she reports to work.

Violation of any aspect of the Coalition’s Drug Free Workplace policy will result in discipline up to and

including immediate termination.

All applicants for employment will be required to sign the Consent to Pre-Employment Drug Testing form and

submit to and pass a drug test in order to be considered for employment.

All employees are required to sign the Consent for Random Testing form. Random testing may be done at any

time the Coalition deems fit. In the event of an on-the-job accident, the injured employee will be required to

submit to a drug test. If he/she refuses to submit to the test or the test is confirmed positive, he/she may be

terminated. Additional testing may also be conducted as required by applicable state or federal laws, rules or

regulations, or as deemed necessary by the Coalition.

All information, interviews, reports, statements, memoranda, and drug test results, written or otherwise

received by the Coalition as part of this drug testing program are confidential communications. Unless

authorized by state laws, rules or regulations, the Coalition will not release such information without a written

consent form signed voluntarily by the person tested.

I have read the above policy and wholly agree to abide by its contents.

_______________________________________________ _________________________

Employee Signature Date


In partnership with

By executing the acknowledgment form attached to these Personnel Policies, the employee accepts and

understands that it may be utilized as an enforceable promissory note. If the employee fails to return any

equipment, money, credit cards, or other property assigned to the employee during employment, the

Coalition may first withhold the value of such amount from any final compensation due to the employee

including paychecks, or any other such earned benefit. If such compensation does not exist or is insufficient

to offset the value of the property due, the employee understands and agrees that the Coalition has legal

entitlement to such property and will be responsible for such value and the cost of all attorney fees and costs

expended in pursuing such property.

_______________________________________________ _________________________

Employee Signature Date

Personnel Policies/Procedures Acknowledgement

Effective 7/1/2017 –

I, ____________________________ hereby certify that I have read and understand the Early

Learning Coalition of Marion County, Inc. Personnel Policies & Procedures effective July 1, 2017 and

promise to comply with all Personnel Policies & Personnel Procedures in the Handbook and on the x:

drive.

____________________________________ _______________________________

Employee Signature Date Witness Date

Action Sheet


SUBJECT: IT Policy

PROPOSED ACTION Approve Information Technology Policy


The Office of Early Learning is requiring updates to the Coalition’s Information Technology Policy due to changes in law, rule, and regulations. The Coalition has updated information in the policy which is minimal to include job titles and grammar corrections for consideration by the Executive Committee. Board Approved 4/28/2016 To be presented at Board Meeting: June 22, 2017 Supporting Documentation Available:

• IT Policy, to be in effect July 1, 2017

In partnership with

Action Sheet


SUBJECT: Approve 2017 – 2018 Anti-Fraud Plan, effective July 1, 2017

PROPOSED ACTION

Approve Coalition Anti-Fraud Plan for Fiscal Year 2017 – 2018 with an effective date of July 1, 2017. Coalition Anti-Fraud Plan will then be forwarded to OEL for their approval.


Rule 6M.9-400, Florida Administrative Code, Early Learning Coalition Anti-Fraud Plans, requires that coalitions submit a 2017 – 2018 Anti-Fraud Plan to the Office of Early Learning by June 30, 2017. Coalition Anti-Fraud Plan must be sent to the Office of Early Learning’s Office of Inspector General no later than June 30th of each year. The Office of Early Learning will process the plan no later than September 1st of each year and shall notify the coalition in writing of approval or disapproval and the reasons for disapproval. The attached has been completed using the Rule 6M-9.400, F.S. 1002.91, and previous Anti-Fraud Plans have been approved by OEL. To be presented at Board Meeting: June 22, 2017 Supporting Documentation Included:

Coalition Anti-Fraud Plan for Fiscal Year 2017 – 2018 effective July 1, 2017 Supporting Documentation Available:

Memorandum dated February 17, 2017 from Sara Beth Hall, Inspector General

In partnership with

20162017-20172018 Anti-Fraud Plan

Effective: July 1, 20162017

[Florida Statutes 1002.91 (8), the anti- fraud plan rule will set forth criteria for coalition anti- fraud plans, including due process procedures for removing recipients from the program.] ELCMC Board Approved: June 23, 2016. ELCMC Board Approved for Resubmission: August 25, 2016.

www.elc-marion.org

1

ELCMC Early Learning Coalition of Marion County (Coalition) Anti-Fraud Plan

Pursuant to Section 1002.91(8) and Rule 6M-9.400(2), each early learning coalition shall adopt an anti-fraud plan addressing the detection and prevention of overpayments, abuse, and fraud relating to the provision of and payment for School Readiness (SR) program and Voluntary Prekindergarten (VPK) Education Program services. The anti-fraud plan must be approved by the coalition board prior to submission to the Office of Early Learning.

The plan must be sent to the Office of Early Learning’s Office of Inspector General no later than June 30 of each year. The submission may be submitted electronic or through the mail.

Definitions:

“Fraud” is an intentional deception, omission, or misrepresentation made by a person with knowledge that the deception, omission, or misrepresentation may result in an unauthorized benefit to that person or another person, or any aiding and abetting of the commission of such an act. The term includes any act that constitutes fraud under applicable federal or state law.

“Recipient” is the parent or legal guardian whose child was determined eligible for School Readiness or Voluntary Prekindergarten Education Program benefits.

“Provider Fraud” In accordance with s.1002.91 (4), F.S., Coalition may suspend or terminate a provider from participation in the school readiness program when it has reasonable cause to believe that the provider has committed fraud.

If suspended, the provider shall remain suspended until the completion of any investigation by the office, the Department of Financial Services, or any other state or federal agency, and any subsequent prosecution or other legal proceeding.

In the event a provider commits fraud, ELCMC the Coalition shall refrain from contracting with, or using the services of, the provider for a period of five (5) years.

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A written description or chart identifying who in the organization will be responsible for investigating possible overpayments, fraud and abuse:

o ELCMCThe Coalition’s Reimbursement /Compliance Department comprised of one Chief Finance Officer, one (1) Compliance Director and two (2) four (4) Client Services Counselors is responsible for investigating possible overpayments, fraud and abuse.

The Coalition’s procedure for detecting and investigating possible acts of fraud, abuse and overpayments:

As a best practice, the Early Learning Coalition will utilize the following methods in detecting and investigating possible acts of fraud, abuse and overpayments:

o ELCMCThe Coalition’s Compliance Department and Family Services Department reviews OEL’s data quality reports and performs a thorough review on custodians identified in the data match report. The findings are gathered and reported to OEL as requested within the specified deadline.

o ELCMCThe Coalition’s Family Services Department will carefully review documents when conducting SR eligibility interviews to check for authenticity and altered documents. Verification of employment will be required for any client who produces a verification of employment form. Other indicators will also include inconsistencies from previously reported information on employment such as rate of pay, marital status and dependents indicated on paystubs; inconsistencies on family composition from previously reported information, request for ACCESS benefits to prove household size if applicable, and the investigation of anonymous calls received by the organization regarding clients receiving services.

o ELCMCThe Coalition’s Reimbursement/Compliance / Quality Initiatives Department will review randomly sampled attendance sheets and compare them to sign-in/sign out sheets, investigate sign in/sign out sheets and parents signatures that appear to be different than forms that are completed during the eligibility interview, times recorded on the sign-in and out sheets that are always the same, unannounced visits of attendance monitored if applicable; parental complaints/allegations against a provider, and anonymous calls received regarding potential provider fraud.

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o ELCMC’s The Coalition’s Compliance Director spends sufficient time with providers during orientation to discuss fraud as it is described in the Statewide Provider Agreement for VPK and School Readiness, and as required throughout the year. Information is included in monthly newsletters throughout the year and posted at various market days and also on the coalition’s website.

o Additionally, the Executive Director Chief Executive Officer of the coalition conducts the annual mandatory Contract Signing Meeting and alsoand discusses fraud with the providers and allows an opportunity for questions. Implications are also discussed as well as possible outcomes of committing fraud.

Documented verification of child care referrals from other organizations:

o ELCMC’s The Coalition’s Resource and Referral Department staff receives and approves childcare referrals from approved outside agencies/partners. Daily reviews are conducted by the ELCMC’s Coalition’s Family Services Director SR/VPK Director or Eligibility Manager SR/VPK Llead to ensure that childcare has not exceeded the authorization dates. In the event a childcare referral has exceeded the authorization end dates, services are terminated, and the parent and provider are notified via mail. If fraud has been determined the child care referring agency/partner will be notified by the Compliance Director and the suspected fraud reporting procedures will be enacted. A suspension or termination shall not be applied against recipients with a valid at- risk referral.

Fraud Prevention Procedures

If the applicant failed to report a minor change such as change of address, phone number, or employment that does not result in improper payments a suspected fraud report form will not be submitted. As a best practice the Early Learning Coalition has established a Fraud Prevention form to be completed at the time of the eligibility interview. The following penalties will apply:

First Offense Penalty: If the parent/guardian fails to comply with the terms and conditions of the School Readiness Program by not notifying the Early Learning Coalition of Marion County Inc. within the required 10 calendar day period, eligibility in the program will be re-determined at a six (6) month interval for a period of one year. Failure to re-determine the eligibility every six (6) months shall result in termination of

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School Readiness Services. This penalty applies to changes in financial status such as receiving an increase in pay, change of employment without a 60-day lapse, or reporting unearned income that would not result in an overpayment. This penalty also applies to failure to report changes in living arrangements such as increase of family size, and/or marital status that would not result in an overpayment.

Second Offense Penalty: If the parent/guardian fails to comply with the terms and conditions of the School Readiness Program by not notifying the Early Learning Coalition of Marion County Inc. within the required 10 calendar day period for the second time, eligibility in the program will be re-determined at three (3) month intervals for a period of one year. Failure to re-determine the eligibility every three (3) months shall result in termination of School Readiness Services. This penalty applies to changes in financial status such as receiving an increase in pay, change of employment without a 60-day lapse, or reporting unearned income that would not result in an overpayment. This penalty also applies to failure to report changes in living arrangements such as increase of family size, and/or marital status that would not result in an overpayment.

Third Offense Penalty: If the parent/guardian fails to comply with the terms and conditions of the School Readiness Program by not notifying the Early Learning Coalition of Marion County Inc. within the required 10 calendar day period for the third time eligibility from the School Readiness Program will be terminated for a three (3) month period and the parent/guardian will be responsible for full child care costs to the provider. After the three (3) month termination period, the parent/guardian will be eligible to re-apply for services. The parent/guardian will be placed on a waiting list at the time of application if School Readiness Program funds are not available. Upon re-entering the program, the parent/guardian’s eligibility will be re-determined at three (3) month intervals for the duration of the time that he or she may receive School Readiness Program services. Failure to re-determine eligibility every three (3) months after returning to the program will result in the termination of my School Readiness Program services.

Description of fraud hotlines, and how information is shared with parent, providers, employees and the public:

Any potential suspected fraud by parents or providers may be reported to the Compliance Director at (352)369-2315 extension 214. This information Information concerning reporting suspected fraud will be shared with parents, providers, employees, and the public by displaying posters in the meeting rooms, mandatory contract signing meetings, an overview of suspected fraud with new providers contracting with ELCMC

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the Coalition during provider orientation, and memos will be distributed semi-annually in provider newsletters as a reminder to providers during provider market day and provider newsletters. and information will be posted on the Coalition website.

Description of the plan’s procedures for parents, guardians or providers whohave committed fraud:

For a parent, guardian or provider who has been suspected of committing fraud ormisrepresentation to the Early Learning Coalition for falsification of forms or documents,providing false verification, misuse of benefits wrongfully paid the following steps willapply:

1. ELCoalition staff will provide a written advance advance notice of the intendedaction to suspend or terminate benefits to the recipient to be affected. Thewritten notice will clearly advise of the allegations, the basis of the allegations,the intended action and the date the action is to be imposed. Theparent/guardian will receive the written advance advance notice at least 14calendar days prior to termination.

2. ELCoalition staff member will complete the suspected fraud report form which islocated on the X: Drive in the coalition’s procedures folder. All fields are to becompleted and a brief written summary will be provided to the ComplianceDirector or designee.

a. 1. Check yes or no if applicant has been notified

b. 2. Date applicant notified

c. 3. Program Type

d. 4. Applicant/Provider’s Name

e. 5. If applicable SSN and Date of Birth

f. 6. Applicant/Provider Street and Mailing Address if different

g. 7. Discovery date, Date Reporting, Fraud Start Date, Fraud EndDate and Fraud amount if applicable.

h. 8. Summary describing Suspected Fraud

3. The completed Suspected Fraud Referral form and supporting documentationmust be submitted to the Compliance Director or designee of the Early LearningCoalition within (10) business days of the suspected case for review to determineif there is reasonable cause of suspected fraud.

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4. The Compliance Director or designee will review the Suspected Fraud Form and all supporting documentation to determine if there is reasonable belief that the applicant or provider knowingly:

a. Made a false or misleading statement to the Early Learning Coalition

b. Forged or provided false documentation to ELC the Coalition in order toto obtain benefits or funds for services

c. Committed any act intended to mislead/misrepresent ELC Coalition staff while being interviewed for services

d. Caused the CoalitionELC to disburse payments or benefits

e. Assisted or aided any person committing one of the forgoing acts, or committed a prohibited act described under Section 414.39, F.lorida S.tatutes, then he or she may be guilty of fraud pursuant to Section 414.39 F. S.

5. The Compliance Director or designee will establish the amount of overpayment and /or unauthorized time periodperiod for which payments were made.

6. If there is reasonable belief that the applicant or provider has committed suspected fraud the ELC’s Compliance Director or designee will proceed with collecting all supporting documents, attendance, sign in-out sheets, conducting interviews, making telephone calls, review of parent files and making onsite visits if applicable.

7. The ELC’s Compliance Director or designee will contact the parent/guardian or provider via phone to advise of allegations made, the basis of the allegations, the intended action and the date the action is to be imposed.

8. A letter will be mailed via Certified Mail Letter Return Receipt and Regular US Mail mail will be mailed out to the parent/ guardian or provider as a follow up to the phone conversation. The certified letter will be translated into the recipient’s native language of the coalition’s other communications with recipient have been translated. The certified letter shall include the following:

a. The allegations, the basis of the allegations, the intended action and the date the action is to be imposed.

a.b. The Certified Letter Return Receipt and Regular US mailletter will also include, if applicable, the potential for repayment of improper benefits if the conclusion of fraud is upheld, including any benefits received after the receipt of the written advance notice.

c. The amount of overpayment to be recovered and the time allotted for the overpayment to be recovered before a suspected fraud referral would be submitted to the Office of Early Learning’s Fraud Referral System.

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b.d. The procedure for the recipient to follow to attempt to appeal the decision.

c.e. A statement, in bold print, that the failure to file a timely appeal waives the right to an appeal.

d.f. The length of time for which the recipient’s benefits are suspended or the date of the termination of benefits, if applicable. This length of time shall be proportionate to the alleged offense committed, consistent with suspensions or terminations issued to other recipients who allegedly committed comparable offenses, and may also consider prior offenses, as appropriate.

e.g. The parent/guardian understands that they may request copies of eligibility paperwork from their file at any time. Proper identification will be required to ensure confidentiality.

Process for reporting fraud and abuse through the OEL Fraud Referral System and primary coalition position responsible for implementing the early learning coalition’s anti-fraud activities:

o The Compliance Director is responsible for administratingserves as the Coalition administrator for the Office of Early Learning Fraud Referral System, implementing the early learning coalition’s anti-fraud activities and electronic monthly reporting of recipients and providers terminated for fraud by submitting fraud referrals via the OEL Fraud Referral System, this includes the mandatory reporting of possible abuse or fraud, including the possible overpayment associated with the abuse or fraud, to the Office of Early Learning’s Office of Inspector General.

Contact Information:

LaTrisha Sims, Compliance Director Early Learning Coalition of Marion County Inc., 2300 SW 17th RdD Ocala, FL 34471 (352) 369-2315 ext. 214 or [email protected] [email protected]

Process for training personnel how to detect and prevent fraud, abuse, and overpayment:


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o The coalition will provide annual training to all staff on how to detect and prevent fraud, abuse and overpayment. Additional training will be provided as determined appropriate by the Compliance Director and/or the ExecutiveChief Executive Officer Director.

o On an annual basisbasis, the coalition will conduct a self-assessment of internal controls, policies and procedures and make any necessary changes, as appropriate.

Penalties for Suspected Fraud

Any person who commits an act of fraud is subject to the penalties provided in Section 414.39 (5)(a), F.S. The parent/guardian is also eligible for suspension or termination of benefits.

First Offense Determination: Eligibility is terminated suspended for the longer shorter of six months or full restitution of overpaid benefits.

Second Offense Determination: Eligibility is terminated suspended for the longer of one year or full restitution of overpaid benefits.

Third and subsequent Determination: Eligibility is terminated suspended for the longer of five years or restitution of overpaid benefits.

Due Process Procedures:

If the recipient believes that the conclusion of fraud was made in error, the recipient should first seek to resolve the matter by contacting the Ccoalition’s Compliance Director and providing the necessary documentation to resolve the issue. The Chief Executive Officer Executive Director of the CoalitionELCMC shall not be involved in the pre-appeal resolution of the issue.

If the recipient believes that the issue was not resolved by the Ccoalition, the recipient may file a a formal written appeal for review by the Chief Executive Officer Executive Director of the Ccoalition, using the following procedure:

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Submit a written appeal to the Chief Executive Officer Executive Director or otheranother Executive Staff person as designated by the Ccoalition Bboard.

The appeal must fully describe the nature of the error the recipient believes has been made and shall contain any documentation which supports the recipient’s claim.

The appeal shall be postmarked or emailed before the date of the intended action. The recipient who fails to file a timely appeal waives the right of appeal.

If the recipient files a timely appeal, he or she will not be suspended or terminated from the program until the written decision of the Chief Executive Officer Executive Director or the original date of the intended action, whichever is later.

The Chief Executive Officer Executive Director of the coalition or other Executive staff person designated by the coalition board must respond to the recipient, in writing, within thirty (30) days of receiving the appeal with a decision as to the potential whether the suspension or termination will be upheld or modified.

The recipient who wishes to appeal the decision of the Chief Executive Officer Executive Director of the coalition or other Executive staff person designated by the coalition board may request further review by an appeals committee in accordance with 6M-9.400 (4)(e)subsection (e) of this rule.

The request for further review by an appeals committee must be submitted to the coalition in writing with ten (10) calendar days of the date of the Chief Executive Officer Executive Director or other Executive staff person designated by the coalition’s board’s written response to the recipient’s formal written appeal.

The recipient shall be given the opportunity to defend his or her position in an orderly proceeding of the appeals committee.

When the meeting of the appeals committee is scheduled, the recipient shall be notified of the date of the appeals committee, informed that it is a public meeting, and informed that any information presented may be used by other state agencies/partners.

The appeals committee shall be selected by the Chair/Acting Chair of the Board of the coalition and a chair of the appeals committee shall be named.

The appeals committee shall be convened within forty-five (45) calendar days of receipt of the recipient’s request for an appeal.

The recipient shall be provided up to thirty (30) minutes to present their position and any informationany information they wish the appeals committee to consider.

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The meeting shall take place at the Early Learning Coalition of Marion County Inc. located at 2300 SW 17th Rd,. Ocala, FL 34471.

The coalition staff, excluding the Chief Executive Officer Executive Director or other executiveExecutive staff person designated by the coalition board, shall be available to provide any information requested by the committee.

The appeals committee will consider all statements, review all documents and may request any additional evidence or information from the parties if an appeals committee member believes it is necessary and relevant to the decision making. The required final determination letter will be tolled for the length of time given to provide the additional information.

The appeals committee shall select or appoint a member of the coalition, excluding the Chief Executive Officer Executive Director or other executiveExecutive staff person designated by the coalition board, to memorialize the events of appeals committee proceeding and the final determination including the basis for the decision.

The appellant shall be notified in writing of the appeals committee’s determination within ten (10) calendar days of the date of the meeting. This letter will be delivered to the appellant certified mail return receipt.

The determination of the appeals committee shall be final.

The due process procedures for providers will be provided for in the contract between ELCMC the Coalition and the provider, pursuant to Rule 6M-4.610, F.A.C.

Any overpayments received by the ELCMC Coalition will be submitted to the Compliance Director or designee. All monies paid will be in the form of a money order, or cashier’s check. No Cash or Credit Cards will be accepted. All payments will be forwarded to the Chief Finance Officer Finance Director or designee to begin the process for collections for overpayments. The Compliance Director will notify the Office of Early Learning’s Inspector General of any updates after a Suspected Fraud Referral has been submitted to the OEL Fraud Referral System.

Any repayment plans must be approved by the Chief Executive Officer or designee. Executive Director.

Any restitution payments of a criminal prosecution that have been ordered by the court will follow the ruling from the court regarding the restitution plan.

Section

6

Action Sheet


SUBJECT: Approval of the 2017 – 2018 Sliding Fee Schedule

PROPOSED ACTION Approve the Sliding Fee Schedule Option C and modification of parent fees based on the updated Federal Poverty Level Guidelines and guidance received from the Office of Early Learning for fiscal year 2017 – 2018.

BACKGROUND INFORMATION Annually the Federal Poverty Level Guidelines are reviewed and updated as necessary. Based on the increase of the federal poverty level income, the sliding fee schedule is adjusted as appropriate. Additionally, the proposed sliding fee schedule has slight modifications to the parent fees for the 2017 – 2018 fiscal year based on moving to Option C. The proposed change is due to OEL including the State Median Income (SMI) table with the Federal Poverty Level (FPL) table instead of having two separate tables. This combination caused the co-pay amounts to exceed the maximum provider payment on several of the higher income brackets, therefore the Coalition would not be able to serve school age children if the parent income falls in those brackets. Moving to Option C will allow the Coalition to continue to serve all children that remain eligible. The 10% parent fees are based on the Program Guidance 400.01, Federal Poverty Guidelines. To be presented at the Full Board meeting: June 22, 2017 Supporting Documentation Included:

• Proposed Sliding Fee Schedule for 2017 - 2018

• Current Board Approved Sliding Fee Schedule for 2016 – 2017 Supporting Documentation Available:

• OEL Program Guidance 400.01 Federal Poverty Guidelines

In partnership with

Slid ing Fee Scale for Coalit ion

Effective date JULY 2016

Florida's Office of Early Learning

SLIDING FEE SCHEDULE

DAILY FEE ------- Annual Gross Income - Number of persons in Family -------

========= ========

SIBLING DISC. 25%

Full-Time Part-Time 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 FULL TIME PART TIME

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------------------------------------------------------------------------------------

2.23 1.12 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1.67 0.84

6% 50%FPL 5,940 8,010 10,080 12,150 14,220 16,290 18,365 20,445 22,525 24,605 26,685 28,765 30,845 32,925 35,005

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

2.33 1.17 5,941 8,011 10,081 12,151 14,221 16,291 18,366 20,446 22,526 24,606 26,686 28,766 30,846 32,926 35,006 1.75 0.88

6% 50-75%FPL 8,910 12,015 15,120 18,225 21,330 24,435 27,548 30,668 33,788 36,908 40,028 43,148 46,268 49,388 52,508

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

3.49 1.75 8,911 12,016 15,121 18,226 21,331 24,436 27,549 30,669 33,789 36,909 40,029 43,149 46,269 49,389 52,509 2.62 1.31

6% 75-100%FPL 11,879 16,019 20,159 24,299 28,439 32,579 36,729 40,889 45,049 49,209 53,369 57,529 61,689 65,849 70,009

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------------------------------------------------------------------------------------

4.65 2.33 FPL 11,880 16,020 20,160 24,300 28,440 32,580 36,730 40,890 45,050 49,210 53,370 57,530 61,690 65,850 70,010 3.49 1.75

6% 13,860 18,691 23,521 28,351 33,181 38,011 42,853 47,706 52,560 57,413 62,267 67,120 71,974 76,827 81,681

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

6.33 3.17 13,861 18,692 23,522 28,352 33,182 38,012 42,854 47,707 52,561 57,414 62,268 67,121 71,975 76,828 81,682 4.75 2.38

7% 15,841 21,361 26,881 32,402 37,922 43,442 48,976 54,523 60,070 65,617 71,164 76,711 82,257 87,804 93,351

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

7.24 3.62 15,842 21,362 26,882 32,403 37,923 43,443 48,977 54,524 60,071 65,618 71,165 76,712 82,258 87,805 93,352 5.43 2.72

7% 150%FPL 17,820 24,030 30,240 36,450 42,660 48,870 55,095 61,335 67,575 73,815 80,055 86,295 92,535 98,775 105,015

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

8.14 4.07 17,821 24,031 30,241 36,451 42,661 48,871 55,096 61,336 67,576 73,816 80,056 86,296 92,536 98,776 105,016 6.10 3.05

7% 18,513 24,964 31,415 37,867 44,318 50,769 57,236 63,719 70,201 76,684 83,166 89,649 96,132 102,614 109,097

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

9.20 4.60 18,514 24,965 31,416 37,868 44,319 50,770 57,237 63,720 70,202 76,685 83,167 89,650 96,133 102,615 109,098 6.90 3.45

8% 19,205 25,898 32,591 39,283 45,976 52,669 59,378 66,103 72,828 79,553 86,278 93,003 99,728 106,453 113,178

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

9.71 4.86 19,206 25,899 32,592 39,284 45,977 52,670 59,379 66,104 72,829 79,554 86,279 93,004 99,729 106,454 113,179 7.28 3.64

8% 19,898 26,832 33,766 40,700 47,634 54,568 61,519 68,487 75,454 82,422 89,389 96,357 103,325 110,292 117,260

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

12.14 6.07 19,899 26,833 33,767 40,701 47,635 54,569 61,520 68,488 75,455 82,423 89,390 96,358 103,326 110,293 117,261 9.10 4.55

9% 20,590 27,766 34,941 42,117 49,292 56,468 63,660 70,871 78,081 85,291 92,501 99,711 106,921 114,131 121,341

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

12.65 6.33 20,591 27,767 34,942 42,118 49,293 56,469 63,661 70,872 78,082 85,292 92,502 99,712 106,922 114,132 121,342 9.49 4.75

9% 21,283 28,700 36,117 43,533 50,950 58,367 65,802 73,254 80,707 88,160 95,612 103,065 110,518 117,970 125,423

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

12.89 6.45 21,284 28,701 36,118 43,534 50,951 58,368 65,803 73,255 80,708 88,161 95,613 103,066 110,519 117,971 125,424 9.67 4.84

10% 185%FPL 21,978 29,637 37,296 44,955 52,614 60,273 67,951 75,647 83,343 91,039 98,735 106,431 114,127 121,823 129,519

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

14.35 7.18 21,979 29,638 37,297 44,956 52,615 60,274 67,952 75,648 83,344 91,040 98,736 106,432 114,128 121,824 129,520 10.76 5.38

10% 22,869 30,839 38,808 46,778 54,747 62,717 70,705 78,713 86,721 94,729 102,737 110,745 118,753 126,761 134,769

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

14.93 7.47 22,870 30,840 38,809 46,779 54,748 62,718 70,706 78,714 86,722 94,730 102,738 110,746 118,754 126,762 134,770 11.20 5.60

10% 200%FPL 23,760 32,040 40,320 48,600 56,880 65,160 73,460 81,780 90,100 98,420 106,740 115,060 123,380 131,700 140,020

---------------- -------------- ------------- --------------- --------------- -------------- ------------- -------------- -------------- --------------- --------------- -------------- --------------- --------------- -------------- ------------- ---------------

Parents receiving hourly care pay up to the part time fee. 2016 Poverty Level (FPL) effective January 25, 2016

Note: 10% Parent Fee was calculated using 260 days.

Refer to 6M-4.400, F.A.C.

Please answer the following questions:

(1) If there is a sibling discount what is the percentage?

(2) If any family pays more than 10% of their gross income for child care, please complete the attached justification form that explains how the fees will not limit parent access to services.

(3) Describe at what points during the year school age schedules are adjusted. For example, beginning of summer, end of summer, spring break, etc.

ELC OF MARION

Section

7

Action Sheet

Executive Committee June 8, 2017

SUBJECT: Travel Authorization for Chief Executive Officer and Officers

PROPOSED ACTION

Approve all necessary and appropriate travel expenses within the State of Florida for Chief Executive Officer and Executive Committee to conduct business on behalf of ELCMC, as well as represent ELCMC at those events, meetings, and conferences held throughout the fiscal year. Authorization includes travel to attend Florida’s Office of Early Learning Technical (FOEL) Assistance trainings or in compliance with state statutes, various Committee Meetings, Association Meetings, and ELAC (Early Learning Advisory Council) Meetings through June 30, 2018.


Effective January 1, 2005, the AWI/Office of Early Learning adopted all policies and rules of the Florida Partnership for School Readiness. In April, 2004, Florida Partnership for School Readiness provided ELCMC staff with a copy of Reference Guide for State Expenditures issued by the Department of Financial Services through the Division of Accounting and Auditing. Pursuant to this document, Page 71, Section entitled TRAVEL FORMS states, “Section 112.061 (11), F.S., requires DFS to provide uniform Travel Authorization and Voucher Reimbursement Forms.” Office of Early Learning Coalition Analyst has advised ELCMC staff and Board members need to comply with this Reference Guide regarding the requirements applicable to various categories of expenditures. To comply with this requirement, ELCMC Board of Directors needs to approve travel as stated above. ELCMC Chief Executive Officer is authorized to approve travel requests for staff of ELCMC. To be presented at Board Meeting: June 22, 2017

Supporting Documentation Available:

Reference Guide for State Expenditures issued by the Department of Financial Services through the Division of Accounting and Auditing.

Section 112.061 (11) Florida Statutes

In partnership with

Section

8

Action Sheet


SUBJECT: Approval for Board Chair to obligate the ELCMC with OEL for FY 2017 – 2018

PROPOSED ACTION

Request approval for the Board Chair to obligate the ELCMC with OEL (Office of Early Learning) for FY 2017 – 2018. Each year the Coalition is required to enter into a Grant Agreement with the Florida Office of Early Learning in order to continue to provide the statutory services for the Voluntary Pre-Kindergarten and School Readiness Programs in Marion County, Florida. It is anticipated that the Grant Agreement will be received by the Coalition from the Florida Office of Early Learning during June 2017.

To be presented at Board Meeting: June 22, 2017

In partnership with

Action Sheet


SUBJECT: 2017-2018 ELCMC Proposed Line Item Budget

PROPOSED ACTION

Review and make a recommendation to the Executive Committee on the 2017-2018 ELCMC Proposed Line Item Budget.


Governor Scott has not yet approved the State budget as of May 20, 2017 therefore, Coalition management is coming forward with two sets of proposals. The first set of proposals is based flat funding from the Office of Early Learning, one with a 3% average pay increase for staff and the second with a 4% average increase. The second set of proposals include the same pay increase scenarios but are based upon the State proposed budget awaiting Governor Scott’s approval. It also includes revenue for Outreach and Awareness Monitoring Initiative and Performance Funding Pilot program and the Early Learning Florida projects funded through the Office of Early Learning.

Match revenue is based upon the 6% match need and funding sources are identified under the Local Match heading.

The attached budget proposals comply with the current School Readiness allocation requirements as detailed in our Grant Agreement with OEL which are:

OEL Current Requirements Proposed Coalition budget

Direct Service - minimum of 78%

Minimum of 80% based upon flat funding Minimum of 82% based upon State Proposed budget

Administration - maximum of 5%

Maximum of 5%

Non-Direct Services (including Admin and Quality) - maximum of 22%

Maximum of 20%

Quality - minimum of 4%

Minimum of 7%

On May 24, 2017, the Finance Committee approved a recommendation of a 3% salary increase for the 2017-18 proposed budget.

Supporting Documentation Included:

2017-2018 ELCMC proposed line item budget

In partnership with


2017 - 2018 Proposed Budget

Based upon Flat OEL Funding

3% Salary Proposal

1 of 2

Approved Budget (3B) Proposed Budget Variance Variance

GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)

Contracts, Grants, and Other Financial Assistance 15,598,501.69 15,546,514.00 (51,987.69) -0.3%

4001 FOEL: School Readiness 9,604,707.00 9,604,707.00 - 0.0%

4001 FOEL: Voluntary Pre-kindergarten 5,334,948.00 5,334,948.00 - 0.0%

4001 FOEL: Outreach & Awareness 15,440.00 14,359.00 (1,081.00) -7.5%

4001 FOEL: Performance Funding Pilot 242,000.00 242,000.00 - 0.0%

4010 Match: Marion County 125,000.00 125,000.00 - 0.0%

4020 Match: Kids Central - 31,000.00 31,000.00 100.0%

4020 Match: United Way 100,000.00 100,000.00 - 0.0%

4020 Match: Uncommitted 75,000.00 - (75,000.00) #DIV/0!

4020 Grants: Marion County Parent Fee 13,306.69 - (13,306.69) #DIV/0!

4020 Grants: United Way Success by 6 (Cash In-Kind Match) 38,800.00 44,500.00 5,700.00 12.8%

4020 Grants: Kiwanis (SB6) (Cash In-Kind Match) 8,300.00 5,000.00 (3,300.00) -66.0%

4020 Grants: School Board of Marion County (YPP) 6,000.00 10,000.00 4,000.00 40.0%

4020 Grants: Early Learning Florida Lastinger Center 33,000.00 33,000.00 - 0.0%

4050 Gifts, Donations, and Pledges 2,000.00 2,000.00 - 0.0%

Investment Earnings - - - #DIV/0!

4101 Interest income - - - #DIV/0!

Other Miscellaneous Revenue 21,277.69 23,800.00 2,522.31 10.6%

4201 Miscellaneous income - - #DIV/0!

4210 Revenue: Provider Trainings 3,963.53 7,700.00 3,736.47 48.5%

4300 Revenue: Special Events 8,064.16 7,100.00 (964.16) -13.6%

4900 Revenue: Development 250.00 - (250.00) #DIV/0!

4999 Revenue: In-Kind 9,000.00 9,000.00 - 0.0%

15,619,779.38 15,570,314.00 (49,465.38)

Expenditures

Employer Provided Salaries and Benefits 1,327,676.28 1,448,837.94 121,161.66 8.4%

5000 Salary: Directors (990 reportable) 166,813.33 174,706.35 7,893.02 4.5%

5001 Salary: Exempt 416,715.07 377,874.79 (38,840.28) -10.3%

5002 Salary: Hourly 462,799.00 574,321.31 111,522.31 19.4%

5005 Payroll Tax: Social Security 64,741.00 69,867.95 5,126.95 7.3%

5006 Payroll Tax: Medicare 15,141.00 16,340.09 1,199.09 7.3%

5007 Payroll Tax: SUTA 3,523.02 3,116.40 (406.62) -13.0%

5010 Insurance: Health 132,050.00 153,900.00 21,850.00 14.2%

5011 Insurance: Dental 8,122.00 9,357.12 1,235.12 13.2%

5020 Retirement: ER Contribution 47,598.00 56,345.12 8,747.12 15.5%

5030 Insurance: Life 2,584.00 2,754.00 170.00 6.2%

5031 Insurance: Short-term Disability 4,264.00 4,394.92 130.92 3.0%

5032 Insurance: Long-term Disability 3,325.86 5,859.89 2,534.03 43.2%

Staff Development 11,500.00 15,000.00 3,500.00 23.3%

5100 Staff Development 11,500.00 15,000.00 3,500.00 23.3%

5105 Tuition Reimbursement - - - #DIV/0!

Professional Services 111,481.00 114,471.00 2,990.00 2.6%

6000 Professional Services: Consultant 3,100.00 - (3,100.00) #DIV/0!

6001 Professional Services: Accounting - - - #DIV/0!

6002 Professional Services: Auditing 15,250.00 15,500.00 250.00 1.6%

6005 Professional Services: IT Management 31,131.00 29,556.00 (1,575.00) -5.3%

6010 Professional Services: Legal 9,500.00 6,800.00 (2,700.00) -39.7%

6020 Professional Services: Temp Employment - - - #DIV/0!

6025 Professional Services: Printing Svcs 5,500.00 5,500.00 - 0.0%

6030 Professional Services: Bldg Rprs & Mtnc 15,000.00 9,940.00 (5,060.00) -50.9%

6035 Professional Services: Other (Quality) 32,000.00 47,175.00 15,175.00 32.2%

Direct Services - Child Care 12,784,975.27 13,324,190.57 539,215.30 4.0%

6500 Direct Services 12,784,975.27 13,324,190.57 539,215.30 4.0%

Occupancy 45,394.00 45,572.00 178.00 0.4%

7000 Facility Rental (offsite events-Trainings) - - - #DIV/0!

7001 Utilities 20,651.00 21,282.00 631.00 3.0%

7005 Janitorial Services 16,725.00 16,350.00 (375.00) -2.3%

7007 Lawn Service 3,990.00 3,900.00 (90.00) -2.3%

7008 Security System 3,588.00 3,600.00 12.00 0.3%

7009 Pest Control 440.00 440.00 - 0.0%

Postage, Freight, and Delivery 4,025.00 3,825.00 (200.00) -5.2%

7050 Postage and Shipping 4,025.00 3,825.00 (200.00) -5.2%



Based upon Flat OEL Funding

3% Salary Proposal

2 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)

Equipment Leases 7,134.00 7,227.00 93.00 1.3%

7100 Equipment Lease & Mtnc 7,134.00 7,227.00 93.00 1.3%

Supplies 30,800.00 18,295.00 (12,505.00) -68.4%

7006 Janitorial Supplies 2,300.00 3,000.00 700.00 23.3%

7150 Office Supplies & Expense 23,300.00 10,000.00 (13,300.00) -133.0%

7151 Copier Printing 5,200.00 5,295.00 95.00 1.8%

Communications 10,162.00 10,296.00 134.00 1.3%

7200 Communication: Land Line 6,842.00 7,404.00 562.00 7.6%

7201 Communication: Cellular 1,750.00 1,488.00 (262.00) -17.6%

7202 Communication: Internet 1,570.00 1,404.00 (166.00) -11.8%

Insurance 23,773.50 25,172.52 1,399.02 5.6%

7251 Insurance: D&O 8,021.00 8,422.05 401.05 4.8%

7255 Insurance: Automobile (Rental) 464.00 487.20 23.20 4.8%

7260 Insurance: General Liability 421.00 442.05 21.05 4.8%

7265 Insurance: Workers Compensation 4,267.29 4,691.00 423.71 9.0%

7270 Insurance: Property 6,975.97 7,324.77 348.80 4.8%

7275 Insurance: Other 3,624.24 3,805.45 181.21 4.8%

Tangible Personal Property 87,366.00 7,200.00 (80,166.00) -1113.4%

7301 Equipment: = or > $1k 5,075.00 - (5,075.00) #DIV/0!

7302 Equipment: < $1k 51,455.00 4,800.00 (46,655.00) -972.0%

7303 Furniture: = or > $1k 4,580.00 - (4,580.00) #DIV/0!

7304 Furniture: < $1k 26,256.00 2,400.00 (23,856.00) -994.0%

Quality Initiatives 720,097.70 238,000.00 (482,097.70) -202.6%

7401 Quality and Classroom Material 630,620.00 156,500.00 (474,120.00) -303.0%

7405 Training Material 36,900.00 9,900.00 (27,000.00) -272.7%

7410 Consumer Education & Outreach Material 40,512.70 37,600.00 (2,912.70) -7.7%

7415 Grants to Providers - - - #DIV/0!

7420 Scholarship & Other Education Opportunities 11,565.00 13,500.00 1,935.00 14.3%

7425 Wage Incentives 500.00 20,500.00 20,000.00 97.6%

Other OEL Initiatives 275,005.00 186,355.00 (88,650.00) -47.6%

7435 PFP Project (non-staff support) 242,005.00 172,495.00 (69,510.00) -40.3%

7436 Early Learning Florida Project (non-staff support) 33,000.00 13,860.00 (19,140.00) -138.1%

Travel 18,474.00 24,215.75 5,741.75 23.7%

7501 Travel: In-State 9,600.00 18,532.25 8,932.25 48.2%

7505 Travel: Out of State 5,174.00 1,660.00 (3,514.00) -211.7%

7510 Travel: In Service Area 3,700.00 4,023.50 323.50 8.0%

Other Expenses 107,428.00 49,099.90 (58,328.10) -118.8%

7601 Bank fees - - - #DIV/0!

7602 Merchant Service Fees (Includes PayPal) 140.00 384.80 244.80 63.6%

7603 Interest expense - - - #DIV/0!

7605 Software-Licenses-Support 66,597.00 16,346.70 (50,250.30) -307.4%

7610 Web services 12,260.00 2,700.00 (9,560.00) -354.1%

7615 Other employee related expense 4,563.00 2,614.00 (1,949.00) -74.6%

7616 EE Background Screening 842.50 360.00 (482.50) -134.0%

7617 EE Drug Screening 707.50 165.00 (542.50) -328.8%

7620 Membership Dues 7,867.00 8,341.00 474.00 5.7%

7621 Subscriptions and Publications 5,156.00 8,893.40 3,737.40 42.0%

7625 Taxes, licenses and fees 295.00 295.00 - 0.0%

9999 In-Kind expenditure 9,000.00 9,000.00 - 0.0%

Other Program Expenses (Success by 6) 33,301.11 32,380.00 2,970.00 9.2%

8500 Childcare for Parent workshops 3,510.00 6,480.00 2,970.00 45.8%

8510 Infant Safe Sleep 4,800.00 4,000.00 (800.00) -20.0%

8520 Car Seats 3,516.55 1,000.00 (2,516.55) -251.7%

8530 Special Projects 9,744.56 9,000.00 (744.56) -8.3%

8540 Parent Education Training Material 3,640.00 1,300.00 (2,340.00) -180.0%

8550 Food Services (Unallowable for match) 6,090.00 7,600.00 1,510.00 19.9%

8551 Parent Incentive (Unallowable for match) 2,000.00 3,000.00 1,000.00 33.3%

Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

9001 Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

15,619,779.38 15,570,314.00 (45,574.27)

- (0.00)



Based upon Flat OEL funding

4% Salary Proposal

1 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)

Contracts, Grants, and Other Financial Assistance 15,598,501.69 15,546,514.00 (51,987.69) -0.3%

4001 FOEL: School Readiness 9,604,707.00 9,604,707.00 - 0.0%

4001 FOEL: Voluntary Pre-kindergarten 5,334,948.00 5,334,948.00 - 0.0%





4020 Match: United Way 100,000.00 100,000.00 - 0.0%











4201 Miscellaneous income - - - #DIV/0!




4999 Revenue: In-Kind 9,000.00 9,000.00 - 0.0%

15,619,779.38 15,570,314.00 (49,465.38)

Expenditures



5001 Salary: Exempt 416,715.07 381,543.48 (35,171.59) -9.2%

5002 Salary: Hourly 462,799.00 579,897.24 117,098.24 20.2%



5007 Payroll Tax: SUTA 3,523.02 3,116.40 (406.62) -13.0%




5030 Insurance: Life 2,584.00 2,754.00 170.00 6.2%

















6500 Direct Services 12,784,975.27 13,311,720.66 526,745.39 4.0%

Occupancy 45,394.00 45,572.00 178.00 0.4%


7001 Utilities 20,651.00 21,282.00 631.00 3.0%


7007 Lawn Service 3,990.00 3,900.00 (90.00) -2.3%

7008 Security System 3,588.00 3,600.00 12.00 0.3%

7009 Pest Control 440.00 440.00 - 0.0%





Based upon Flat OEL funding

4% Salary Proposal

2 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)



Supplies 30,800.00 18,295.00 (12,505.00) -68.4%



7151 Copier Printing 5,200.00 5,295.00 95.00 1.8%

Communications 10,162.00 10,296.00 134.00 1.3%




Insurance 23,773.50 25,218.06 1,444.56 5.7%

7251 Insurance: D&O 8,021.00 8,422.05 401.05 4.8%





7275 Insurance: Other 3,624.24 3,805.45 181.21 4.8%



7302 Equipment: < $1k 51,455.00 4,800.00 (46,655.00) -972.0%


7304 Furniture: < $1k 26,256.00 2,400.00 (23,856.00) -994.0%







7425 Wage Incentives 500.00 20,500.00 20,000.00 97.6%


7435 PFP Project 242,005.00 172,495.00 (69,510.00) -40.3%

7436 Early Learning Florida Project 33,000.00 13,860.00 (19,140.00) -138.1%

Travel 18,474.00 24,215.75 5,741.75 23.7%

7501 Travel: In-State 9,600.00 18,532.25 8,932.25 48.2%



Other Expenses 107,428.00 49,099.90 (58,328.10) -118.8%

7601 Bank fees - - - #DIV/0!




7610 Web services 12,260.00 2,700.00 (9,560.00) -354.1%




7620 Membership Dues 7,867.00 8,341.00 474.00 5.7%







8520 Car Seats 3,516.55 1,000.00 (2,516.55) -251.7%





Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

9001 Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

15,619,779.38 15,570,314.00 (45,574.27)

- (0.00)



Based upon State Proposed Budget

3% Salary Proposal

1 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)

Contracts, Grants, and Other Financial Assistance 15,598,501.69 15,943,316.00 344,814.31 2.2%

4001 FOEL: School Readiness 9,604,707.00 9,753,245.00 148,538.00 1.5%

4001 FOEL: Voluntary Pre-kindergarten 5,334,948.00 5,583,212.00 248,264.00 4.4%





4020 Match: United Way 100,000.00 100,000.00 - 0.0%











4201 Miscellaneous income - - #DIV/0!




4999 Revenue: In-Kind 9,000.00 9,000.00 - 0.0%

15,619,779.38 15,967,116.00 347,336.62

Expenditures



5001 Salary: Exempt 416,715.07 377,874.79 (38,840.28) -10.3%

5002 Salary: Hourly 462,799.00 574,321.31 111,522.31 19.4%



5007 Payroll Tax: SUTA 3,523.02 3,116.40 (406.62) -13.0%




5030 Insurance: Life 2,584.00 2,754.00 170.00 6.2%

















6500 Direct Services 12,784,975.27 13,720,992.57 936,017.30 6.8%

Occupancy 45,394.00 45,572.00 178.00 0.4%


7001 Utilities 20,651.00 21,282.00 631.00 3.0%


7007 Lawn Service 3,990.00 3,900.00 (90.00) -2.3%

7008 Security System 3,588.00 3,600.00 12.00 0.3%

7009 Pest Control 440.00 440.00 - 0.0%






3% Salary Proposal

2 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)



Supplies 30,800.00 18,295.00 (12,505.00) -68.4%



7151 Copier Printing 5,200.00 5,295.00 95.00 1.8%

Communications 10,162.00 10,296.00 134.00 1.3%




Insurance 23,773.50 25,172.52 1,399.02 5.6%

7251 Insurance: D&O 8,021.00 8,422.05 401.05 4.8%





7275 Insurance: Other 3,624.24 3,805.45 181.21 4.8%



7302 Equipment: < $1k 51,455.00 4,800.00 (46,655.00) -972.0%


7304 Furniture: < $1k 26,256.00 2,400.00 (23,856.00) -994.0%







7425 Wage Incentives 500.00 20,500.00 20,000.00 97.6%


7435 PFP Project (non-staff support) 242,005.00 172,495.00 (69,510.00) -40.3%

7436 Early Learning Florida Project (non-staff support) 33,000.00 13,860.00 (19,140.00) -138.1%

Travel 18,474.00 24,215.75 5,741.75 23.7%

7501 Travel: In-State 9,600.00 18,532.25 8,932.25 48.2%



Other Expenses 107,428.00 49,099.90 (58,328.10) -118.8%

7601 Bank fees - - - #DIV/0!




7610 Web services 12,260.00 2,700.00 (9,560.00) -354.1%




7620 Membership Dues 7,867.00 8,341.00 474.00 5.7%







8520 Car Seats 3,516.55 1,000.00 (2,516.55) -251.7%





Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

9001 Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

15,619,779.38 15,967,116.00 351,227.73

- (0.00)




4% Salary Proposal

1 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)

Contracts, Grants, and Other Financial Assistance 15,598,501.69 15,943,316.00 344,814.31 2.2%

4001 FOEL: School Readiness 9,604,707.00 9,753,245.00 148,538.00 1.5%

4001 FOEL: Voluntary Pre-kindergarten 5,334,948.00 5,583,212.00 248,264.00 4.4%





4020 Match: United Way 100,000.00 100,000.00 - 0.0%











4201 Miscellaneous income - - - #DIV/0!




4999 Revenue: In-Kind 9,000.00 9,000.00 - 0.0%

15,619,779.38 15,967,116.00 347,336.62

Expenditures



5001 Salary: Exempt 416,715.07 381,543.48 (35,171.59) -9.2%

5002 Salary: Hourly 462,799.00 579,897.24 117,098.24 20.2%



5007 Payroll Tax: SUTA 3,523.02 3,116.40 (406.62) -13.0%




5030 Insurance: Life 2,584.00 2,754.00 170.00 6.2%

















6500 Direct Services 12,784,975.27 13,708,522.66 923,547.39 6.7%

Occupancy 45,394.00 45,572.00 178.00 0.4%


7001 Utilities 20,651.00 21,282.00 631.00 3.0%


7007 Lawn Service 3,990.00 3,900.00 (90.00) -2.3%

7008 Security System 3,588.00 3,600.00 12.00 0.3%

7009 Pest Control 440.00 440.00 - 0.0%






4% Salary Proposal

2 of 2


GL Acct. Revenues 2016-17 2017-18 $ +/(-) % +/(-)



Supplies 30,800.00 18,295.00 (12,505.00) -68.4%



7151 Copier Printing 5,200.00 5,295.00 95.00 1.8%

Communications 10,162.00 10,296.00 134.00 1.3%




Insurance 23,773.50 25,218.06 1,444.56 5.7%

7251 Insurance: D&O 8,021.00 8,422.05 401.05 4.8%





7275 Insurance: Other 3,624.24 3,805.45 181.21 4.8%



7302 Equipment: < $1k 51,455.00 4,800.00 (46,655.00) -972.0%


7304 Furniture: < $1k 26,256.00 2,400.00 (23,856.00) -994.0%







7425 Wage Incentives 500.00 20,500.00 20,000.00 97.6%


7435 PFP Project 242,005.00 172,495.00 (69,510.00) -40.3%

7436 Early Learning Florida Project 33,000.00 13,860.00 (19,140.00) -138.1%

Travel 18,474.00 24,215.75 5,741.75 23.7%

7501 Travel: In-State 9,600.00 18,532.25 8,932.25 48.2%



Other Expenses 107,428.00 49,099.90 (58,328.10) -118.8%

7601 Bank fees - - - #DIV/0!




7610 Web services 12,260.00 2,700.00 (9,560.00) -354.1%




7620 Membership Dues 7,867.00 8,341.00 474.00 5.7%







8520 Car Seats 3,516.55 1,000.00 (2,516.55) -251.7%





Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

9001 Depreciation 21,186.52 20,176.32 (1,010.20) -5.0%

15,619,779.38 15,967,116.00 351,227.73

- (0.00)

Action Sheet


SUBJECT: Fiscal Policy Revisions for Purchasing, Accounts Payable Management, and Disbursement (Check Writing)

PROPOSED ACTION

Approve revisions to the Purchasing, Accounts Payable Management, and Disbursement (Check Writing) policies.


On June 26, 2014, the Board of Directors approved the Fiscal Policies and Procedures.

On February 25, 2016, the Board of Directors unanimously approved the Tangible Personal Property policy and procedure which replaced the Property and Equipment Policy in the manual.

In December 2016 policies and procedures for Purchasing, Cash Disbursements, and Accounts Payable Management were presented to the Board for consideration. The Board gave a conditional approval pending review and approval by the Office of Early Learning.

On March 16, 2017, the Coalition received the gap updates from OEL. OEL’s noted gaps were not contained within the policies but within the procedural portion of each policy and procedure sent for review. As per the grant agreement the Coalition is required to have policies and procedures to ensure internal controls are in place and that federal and state laws, rules, and regulations are adhered to. The attached policies for Purchasing, Accounts Payable Management, and Disbursement (Check Writing) policies comply with the requirements stated above.

On May 24, 2017, the Finance Committee approved the policies.

To be presented at the Full Board meeting: June 22, 2017


Fiscal Policies Revisions for Purchasing, Accounts Payable Management, and Disbursement (Check Writing)

In partnership with

Finance Policy proposed changes

Purchasing, Procurement, and Contracting

Policy: (Current)

To delineate procedures for acquisition and contracting of services or commodities for ELCMC which comply with Federal and State requirements. To mitigate risk to the Coalition of potential questioned costs during monitoring and inadvertent staff errors related to procurement and contracts-related processes. To convey to ELCMC staff the intent of federal regulations related to cost and/or price analysis processes.

Policy Overview (NEW)

The Early Learning Coalition of Marion County, Inc. requires the practice of ethical, responsible, and reasonable procedures related to purchasing, agreements, and contracts, and related forms of commitment. The policies in this section describe the principles and procedures that all staff shall adhere to in the completion of their designated responsibilities.

The goal of these purchasing and procurement policies is to ensure that materials and services are obtained in an effective manner and in compliance with the provisions of applicable State and Federal statutes, and grant requirements.

Accounts Payable Management Policy (NEW)

Policy Overview

The Coalition strives to maintain efficient business practices and good cost control. A well-managed accounts payable function can assist in accomplishing this goal from the purchasing decision through payment and bank account reconciliation. The following are general policies for accounts payable:

• Assets or expenses and the related liability are recorded by an individual who is not responsible for ordering and receiving.

• The amounts recorded are based on the invoice for the related goods or services.

• The invoice should be supported by an approved purchase order where required by Coalition policy, and should be reviewed and approved by the appropriate individual, if necessary, prior to being processed for payment.

• Invoices and related general ledger account distribution codes are reviewed prior to posting to the subsidiary system.

The primary objective for accounts payable and cash disbursements is to ensure that:

• Disbursements are properly authorized.

• Invoices are processed in a timely manner.

• Vendor credit terms and operating cash are managed for maximum benefits.

Cash Disbursements (Check Writing) Policies (NEW)

Policy Overview

The Coalition finance department is responsible for accurate and timely payment of all invoices for the Coalition. This includes payments to our contracted child care providers, payments on purchase orders, vendor invoices, travel reimbursement.

The Coalition will ensure appropriate and adequate invoice processing occurs.

Please see the Accounts Payable Management Policy for items related to the processing of

invoices.

Section

11

Action Sheet


SUBJECT: Board of Directors Nominations

PROPOSED ACTION

Approve recommendation to serve the ELCMC Board of Directors for:

Gwen Wilson, Private for-profit family child care home – Term 7/1/17 to 6/30/21

Paola Lopez, Private for-profit child care provider – Term 7/1/17 to 6/30/21

Melissa Hancock, Private Sector Representative – Term 7/1/17 to 6/30/21

Lisa Seiffer, Private Sector Representative – Term 7/1/17 to 6/30/21

Jeanne Henningsen, Private Sector Representative – Term 7/1/17 to 6/30/21

BACKGROUND INFORMATION In order for Marion County to be in compliance with Florida Statutes and the Early Learning Coalition Membership Policy issued by the Office of Early Learning, the Board Member appointments noted above must be presented. In compliance with the By-Laws the above members are eligible and interested in joining the ELCMC Board of Directors, or current members interested in serving a second four-year term. To be presented at the Full Board meeting: June 22, 2017


Board Membership List for FY 2017 – 2018 Supporting Documentation Available:

ELCMC By-Laws

Jeanne Henningsen – Nomination Form

In partnership with

of 2

5/22/2017bm

2017 – 2018 BOARD OF DIRECTORS MEMBERSHIP

MEMBER

NAME

POSITION

ORGANIZATION

MAILING ADDRESS

PHONE

CELL

PHONE(S)

FAX

E-MAIL

TERM

1. Roberta Brant

Governor’s Appt.

Self-employed 4440 SE 106th Street Belleview, FL 34420

352-322-5651 (P) 789-3229 [email protected]

2 YRS 4/30/19

2. Kathy Robbins

Florida College System Institution/ Designee

College of Central Florida

3001 SW College Road Ocala, FL 34474-4415

352-854-2322 Ext. 1660

352-873-5872 [email protected]

N/A

3. Michelle Stone

County Commissioner

Marion County Board of County Commissioners

612 SE 25th Avenue Ocala, FL 34471

352-438-2323 352-438-3234 [email protected] N/A

4. Brenda Ford, CPA

Governor’s Appt.

Crippen & Co. 1900 SE 18th Avenue Ocala, FL 34471

352-732-4260 352-208-4920 [email protected]

1st Term 4/30/20

5. Richard Forrester

Child Care Regulations/ DCF Designee

Department of Children and Families

901 Industrial Drive, Suite 110 Wildwood, FL 34785

407-317-7064

407-721-0013 407-317-7187 [email protected]

N/A

6. Kathleen Woodring Vice Chair

Regional Career Source Board

CLM Career Source

Enterprise Center 3003 SW College Rd. Suite 205 Ocala, FL 34474

352-873-7939 Ext. 1202

352-873-7910 [email protected] N/A

7. Beth Abel District Superintendent of Schools Designee

Marion County School District

Howard Academy Community Center 306 NW 7th Avenue Ocala, FL 34475

352-671-4171

352-620-7604

[email protected]

N/A

8. Autumn Tomas

Head Start Director

Episcopal Children’s Services

8443 Baymeadows Road, Suite 1 Jacksonville, FL 32256

904-726-1500 Ext. 262

904-726-1520 [email protected] N/A

9. Doug Day, CPA Secretary

Private Sector Day & Day, PA 2301 SW College Road, #13 Ocala, FL 34474

352-237-6161 352-895-8524 352-237-3916

[email protected] 1st Term 6/30/19

10. Robert Colen, Chair

Private Sector Governor’s Appt.

On Top of the World

8449 SW 99th Road Ocala, FL 34481

352-387-7472 352-572-0673 [email protected] 4 YRS 4/30/21

In partnership with











of 2

5/22/2017bm

MEMBER

NAME

POSITION

ORGANIZATION

MAILING ADDRESS

PHONE

CELL PHONE(S)

FAX

E-MAIL

TERM

11. Melissa Hancock, Esq.

Private Sector Melissa K. Hancock, P.A.

P.O. Box 71138 Ocala, FL 34477-1138

352-861-5297 352-816-3325 352-854-9267 [email protected]

2nd Term 6/30/21

12. Lisa Seiffer Past Vice-Chair

Private Sector Signature Brands, LLC

1930 SW 38th Avenue Ocala, FL 34474

352-867-2476 352-895-2538 352-402-9451 [email protected]

2nd Term 6/30/21

13. Ryan Lilly Private Sector Ocala CEP 310 SE 3rd Street Ocala, FL 34471

352-629-8051 352-789-4695 [email protected]

1st Term 4/30/21

14. Cara Meeks Private Sector Wellcare Health Plans, Inc.

2724 NE 14th Street Ocala, FL 34470

352-840-1109 352-362-6754 [email protected]

1st Term 6/30/18

15. Judy Johnson

Private Sector Words/Myth Enterprises

2418 SE 12th Street Ocala, FL 34471


1st Term 6/30/18

16. Earlene Carte

Faith-Based Child Care Provider

First Assembly of God Christian School

1827 NE 14th Street Ocala, FL 34470

352-351-1913 352-812-6308 352-351-5170 [email protected]

1st Term 6/30/20

17. Gwen Wilson

Private for-profit Family Day Care Home

Family Child Care Provider

2704 E Hwy. 329, Box 102 Sparr, FL 32192

352-351-5370 352-207-3830 352-840-0359 [email protected]

2nd Term 6/30/21

18. Paola Lopez Treasurer

Private for-profit Child Care Provider

Kinderoo Children’s Academy, Inc.

5180 SW 60th Avenue Ocala, FL 34474

352-854-3800 352-804-4811 352-854-3801 [email protected] 2nd Term 6/30/21

19. Howard Moon

Representative of program Under Disabilities Education Act

Self-employed 4215 SE 59th Street Ocala, FL 34480

352-427-5935 N/A [email protected] 2nd Term 6/30/18

20 Lynne Hough

Healthy Start Administrator

Marion County Public Health Dept.

P.O. Box 2408 Ocala, FL 34478

352-629-0137 352-789-1564 352-694-1613 [email protected] N/A

21 Jeanne Henningsen, M.S., CPC

Private Sector Jeanne Henningsen Worldwide

722 SE 17th Street Ocala, FL 34471


1st Term 6/30/21












Information Items

www.elc-marion.org 2300 SW 17th Rd Ocala, FL 34471 Phone (352) 369-2315 Fax (352) 369-2475

COMMENTS FROM THE CUSTOMER SATISFACTION SURVEYS FOR APRIL 2017

The April 2017 winner for the prize was Harley. There were 91 surveys completed. There were 59 parents that marked that they received a Parent and Child Activities Newsletter.

12. What do you like about the program in which you participate?

My worker was nice, helpful and fast.

Friendly services! Getting children, a head start for school.

It is easy to apply, and helps parents that work with minimal wage find sitters and

daycare for their children.

I can get help with childcare.

The program is great. The help I receive I couldn’t be more thankful for. Thank you!

The help with the childcare.

That you get help receiving childcare while you’re out working trying to make a living.

“La ayuda que recibi”. (The help that I received).

“Todo” (Everything)

They’re willing to help so you can get on your feet.

Helps my family grow and become independent.

Easy and comfortable to apply and recertify.

Everything, very comfortable with the facilities that my children are attending.

Being informed, and helpful.


Less stress financially and emotionally.

Help me with my children.

The program offer hours that flexible with my work schedule.

I love the fact that I get to choose the daycare and able to keep working with the help.

I think I wouldn’t know what to do without it

Assists with my 7 year after school care which is wonderful!

Very helpful

Phyllis and she was amazing!

It’s very helpful being a single parent

A huge help

The help we receive and the good customer service

It’s more help than you can imagine having the assistance you provide to put my

daughter in daycare! Thank you!

I know my child is take care of with no burden to me financially.

Receiving help with childcare until I can provide for myself

The willingness to help resources and having helpful friendly people to assist me

Everyone is very helpful and nice

They speak my language and the free assistance for my kids at school (Spanish comment

translated)


They help you with child care. Service was great

Help with getting my foster child ready for school

Helps me be able to afford daycare/work to support my son. She as great, a lot of help!

Nothing, everyone is awesome

Everything

It helps to take some of the load off me as a single parent without help or government

assistance

The attention and care (Spanish comment translated)

Very helpful

13. What Changes would you recommend?

Keep up the good job.

This program has been very helpful to me – my worker Liz is the best, she answers any

questions and goes beyond and above only one I have ever dealt with she is awesome!

Less paperwork to be filled out (or electronically)

I had no complaint or needed another service.

More daycare resources.

Providing fulltime care.

Several “none”.

Several “n/a”.


No other service needed at this time

I approved and agreed with everything

Better understanding of processing process

None, it gets better over time


COMMENTS FROM THE CUSTOMER SATISFACTION SURVEYS FOR MAY 2017

The May 2017 winner for the prize was Cassidy. There were 88 surveys completed. There were 65 parents that marked that they received a Parent and Child Activities Newsletter.

12. What do you like about the program in which you participate?

That it helps low income have affordable childcare so they can work and provide for

their family.

Fast enrollment.

Very helpful for single mothers as myself!

Never had any problems.

The help with childcare

That help me financially to afford day care

This is my first time. I would have to answer after being involved a little longer.

It was a quick and easy process.

Very helpful.

School readiness.

I think the program is great and will help a lot of families and kids to succeed.

The kindness and knowledge of the lady that handled my case.


It’s very helpful, allows me to work and go to school!! Thank you!!!

Very helpful.

“Lo que mas me gusta del programa es la atencion con que te atiende”. The thing that I

like the most about the program is their attention.

One on one interview.

“Que hablen mi idioma”. I will like them to speak my language.

Daycare rate.

Mr. Cody helped me out without being mean or hostile. I’m glad you all have him as a

employee here!

Excellent

Informative, helpful

It helps us to have time to get things we need done

Financial help

Very helpful/invaluable. Just wanted to add I find Ms. Woods to be efficient, personable,

pleasant and helpful.

I could not afford child care otherwise

The program is very helpful and by me being a student in high school needing daycare

Daycare assistance

My case worker (Cody) was extremely helpful, professional and considerate of my time

and needs


It’s very helpful with my daily work

I felt comfortable

I just started but I have high hopes

Great to work with (Liz)

Friendly staff

Amazing resource

Helping kid

Several N/A

13. What Changes would you recommend?

Offer training to staff at daycares, child development: The QI Department does offer

child care provider trainings and staff development.

Several none

Faster services: attempted to contact the parent for additional information and

clarification on what was meant by faster services. Left a message on voice mail.

Open later: The Coalition does offer extended hours.

Several N/A

My experience was satisfactory, further explanation on required document.

I think the program is doing a great job.


Lobby is too hot.: Since the install of the automatic door, the lobby has been a lot

warmer than it used to be. We do have a fan that we turn on every day but it doesn’t

do a lot of good because it is small and only on one side of the lobby. It is my

understanding after speaking with Anita, COO, that different fans are being ordered to

be installed to assist in a remedy for the warmth in the lobby.

“Que no traigan perros”. Please do not bring dogs.: There was one day that a client

brought their dog, I believe a Pit, in the office with them. They were asked to leave with

the dog and they made a statement that we do not have a sign that says " No Animals

Allowed".

www.elc-marion.org 2300 SW 17th Road Ocala, FL 34471 Phone (352) 369-2315 Fax (352) 369-2475

Notice of Meetings

Fiscal Year 2017 – 2018

The Early Learning Coalition of Marion County Will meet as shown below:

Program/VPK

Committee 8:30 a.m., Thursday

Success By 6 (SB6)

Leadership Council

9:00 a.m., Friday

Executive Committee 8:30 a.m., Thursday

Board 8:30 a.m., Thursday

Finance Committee 8:30 a.m., Thursday

7-27-17 7-21-17 7-13-17 7-27-17

8-10-17 8-24-17

9-28-17 9-15-17 9-14-17 9-28-17

10-12-17 10-26-17 11-30-17 11-17-17 11-9-17 11-30-17

12-14-17 12-28-17

1-25-18 1-19-18 1-11-18 1-25-18

2-8-18 2-22-18

3-22-18 3-16-18 3-8-18 3-29-18

4-12-18 4-26-18

5-24-18 5-18-18 5-10-18 5-31-18

6-14-18 6-28-18

ALL meetings will be held at Early Learning Coalition of Marion County, 2300 SW 17th Road, Ocala, FL 34471

PURPOSE: Coalition Business

In accordance with the Americans with Disabilities Act, persons needing a special accommodation to participate in these meetings should contact Beatriz Montalvo at (352) 369-2315 or 1-800-955-8770 (Voice) Florida Relay Service at least 48 hours proper to the meeting.

Notice has been made of these meetings to cover the Government in the Sunshine Law through

publication and distributions of same.

Good Beginnings = Great Endings

June 2, 2017

Mojo’s Feed the Need Event – Reilly Arts Center – 6:30 PM – 8:30

PM

June 3, 2017

Parents As Teachers: Carnival of Learning – Boys & Girls Club –

11 AM to 1 PM

June 16, 2017

Paddock Mall KidX Event: Dino Dig – 5 PM to 6:30 PM

June 17, 2017

Orange Lake Community Event – 10 AM to 1:00 PM

For more information on these events please contact Beatriz Montalvo at [email protected].


Parliamentary Motions Guide Based on Robert's Rules of Order Newly Revised (10th Edition)

The motions below are listed in order of precedence. Any motion can be introduced if it is higher on the chart than the pending motion.

YOU WANT TO: YOU SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?

§21 Close meeting I move to adjourn No Yes No No Majority §20 Take break I move to recess for No Yes No Yes Majority §19 Register

complaint I rise to a question of privilege

Yes

No

No

No

None

§18 Make follow agenda

I call for the orders of the day

Yes

No

No

No

None

§17 Lay aside temporarily

I move to lay the question on the table

No

Yes

No

No

Majority

§16 Close debate

I move the previous question

No

Yes

No

No

2/3

§15 Limit or extend debate

I move that debate be limited to ...

No

Yes

No

Yes

2/3

§14 Postpone to a certain time

I move to postpone the motion to ...

No

Yes

Yes

Yes

Majority

§13 Refer to committee

I move to refer the motion to …

No

Yes

Yes

Yes

Majority

§12 Modify wording of motion

I move to amend the motion by ...

No

Yes

Yes

Yes

Majority

§11 Kill main motion

I move that the motion be postponed indefinitely

No

Yes

Yes

No

Majority

§10 Bring business before assembly (a main motion)

I move that [or "to"] ...

No

Yes

Yes

Yes

Majority

Jim Slaughter, Certified Professional Parliamentarian-Teacher & Professional Registered Parliamentarian 336/378-1899(W) 336/378-1850(F) P.O. Box 41027, Greensboro 27404 web site: www.jimslaughter.com Side 1

Parliamentary Motions Guide Based on Robert's Rules of Order Newly Revised (10th Edition)

Incidental Motions - no order of precedence. Arise incidentally and decided immediately.

YOU WANT TO: YOU SAY: INTERRUPT 2ND? DEBATE? AMEND? VOTE?

§23 Enforce rules Point of order Yes No No No None §24 Submit matter to

assembly I appeal from the decision of the chair

Yes

Yes

Varies

No

Majority

§25 Suspend rules

I move to suspend the rules which …

No

Yes

No

No

2/3

§26 Avoid main motion

altogether

I object to the consideration of the question

Yes

No

No

No

2/3

§27 Divide motion

I move to divide the question

No

Yes

No

Yes

Majority

§29 Demand rising vote I call for a division Yes No No No None §33 Parliamentary law

question Parliamentary inquiry

Yes

No

No

No

None

§33 Request for information

Point of information

Yes

No

No

No

None

Motions That Bring a Question Again Before the Assembly - no order of precedence. Introduce only when nothing else pending. §34 Take matter from

table I move to take from the table …

No

Yes

No

No

Majority

§35 Cancel previous action

I move to rescind ...

No

Yes

Yes

Yes

2/3 maj. w/ notice

§37 Reconsider motion

I move to reconsider the vote ...

No

Yes

Varies

No

Majority

Jim Slaughter, Certified Professional Parliamentarian-Teacher & Professional Registered Parliamentarian 4/2004

336/378-1899(W) 336/378-1850(F) P.O. Box 41027, Greensboro 27404 web site: www.jimslaughter.com Side 2

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